HomeMy WebLinkAboutMinutes - 2018.11.07 - 39375Oakland County Parks and Recreation Commission
Regular Meeting
November 7, 2018
Chairman Fisher called the meeting to order at 1:02 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, Andrea LaFontaine, Christine Long, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Hugh D. Crawford, Robert Kostin
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Phil Castonia, Chief – Business Operations
Mike Donnellon, Chief – Park Facilities Maint. & Development
Tom Hughes, Chief – Park Operations & Maint.-S. District
Jim Dunleavy, Chief – Park Operations & Maint.-N. District
Brandy Sotke-Boyd, Chief – Recreation Programs and Services
Desiree Stanfield, Supervisor – Marketing & Communications
Melissa Prowse, Supervisor - Planning
John Haney, Recreation Supervisor
Jen Myers, Architectural Engineer II
DJ Coffey, Park Supervisor
Katie Stiefel, Communications and Marketing Assistant
Andrew Hurst, General Maintenance Mechanic
Ariane Fountain, Central Employee Records Coordinator
OC Corporation Counsel Jody Hall, Financial Attorney
OC Fiscal Services Jeff Phelps, P & R Fiscal Services Coordinator
OC Purchasing Andy Krumwiede, Buyer II
OC Board of Commissioners Bob Hoffman, Commissioner, District #2
OC Facilities Maintenance & Operations Paul Zachos, Property Management Specialist
OC Sheriff’s Office Todd Hill, Lieutenant, Parks Unit
Michigan Dept. of Natural Resources Jason Fleming, Parks and Recreation Division
Groveland Township Bob DePalma, Supervisor
Holly Township George Kullis, Supervisor
Preservation Clarkston Sam Moraco
Maggie Moraco
Jennifer DeNio
Clarkston Schools Steve Wyckoff
Brothers of the Hammer (B.O.T.H.)
Dirt Bike Club Mark Davidson
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Nash to approve the agenda with the following changes:
Move Item 10J after 10B and rename it 10B 2; and defer the Closed Session until the December 5,
2018 regular meeting.
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AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash (7)
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 October 5, 2018, as submitted.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no public comments.
INTRODUCTIONS:
Supervisor – Communications and Marketing Desiree Stanfield introduced Katie Stiefel, the new full-time
Communications and Marketing Assistant. Katie, a graduate of Michigan State University, will be responsible for
website and social media content, plus enhancing the Commission’s presence on its social media platforms with her
experience in photography and video.
Chief of Parks Operations and Maintenance-South District Jim Dunleavy introduced Andrew Hurst, the new full-time
General Maintenance Mechanic at Independence Oaks and Orion Oaks. Andrew, currently attending Oakland
University for his Bachelor’s Degree in Environmental Science, will be responsible for building maintenance repairs at
the two parks, along with trail, tree, lawn and grounds maintenance, plus all aspects of winter operations.
Chief of Business Operations Phil Castonia introduced Oakland County Sheriff’s Lieutenant Todd Hill, who has
replaced Lieutenant Kelly Sexton as head of the Sheriff’s Department Parks Unit. Lt. Hill has 23 years in law
enforcement at the Sheriff’s Office and is already working with staff on in-depth training standards and efficiencies.
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 this report.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mrs. Long 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 09/30/18 (FM 12 FY 18)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
09/30/18 (FM 12 FY 18)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
09/30/18 (FM 12 FY 18)
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D. Monthly Capital Equipment Report for Month Ending 09/30/18 (FM 12 FY 18)
E. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 09/30/18 (FM 12 FY 18)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position for Month Ending 09/30/18 (FM 12 FY 18)
G. CIP Approval Schedule Update
H. Maintenance Program Budget Report Update
I. Monthly Purchasing Reports for Month Ending 08/31/08 (FM 11 FY 18)
J. Monthly Food & Beverage Vendor Sales Reports 08/31/18 (FM 11 FY 18)
1. Katherine’s
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. Groveland Oaks – Waterslide tower Replacement ($90,000) (Conceptual
Approval)
2. Red Oaks Waterpark – Children’s Water Structure Replacement
(General Approval) Request for Proposals for Design/Engineering
($80,000) – Enhancement Project
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Bailey House Proposal Update/Quarterly Update Report
Sam Moraco of Preservation Clarkston reported on the progress of the Bailey House roof replacement, which should
be completed before winter. Their non-profit status has been established, which will allow fundraising to begin.
Steve Wyckoff from Clarkston Schools shared the training being completed with the students as part of the project,
including scaffolding, harness, and lead abatement. Additional training will be conducted through the spring.
The Bailey House Quarterly Update Report was received and filed.
Bailey House Proposed Property Deed Restriction
Mr. Moraco shared Preservation Clarkston’s concerns with the proposed deed restriction, noting the township already
has an enforcement mechanism in place for property maintenance, making this deed restriction a duplicate effort and
one that may make the property more difficult to sell once the restoration project has been completed.
Discussion followed on a possible revision to indicate the OCPR Commission’s authority would go into effect only if the
township does not enforce, clarifications for what would trigger the Commission becoming involved, plus future OCPR
Commission’s involvement in regulating/enforcing the deed restriction.
Moved by Mr. Fowkes, supported by Mr. Baumhart to refer the proposed Bailey House Deed
Restriction back to the Executive Committee.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
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Commissioner McGillivray requested a legal opinion from Corporation Counsel on the validity of the deed restriction.
Proposed Addison Oaks Land Donation
Staff clarified that a quit claim deed by Chuck Bartkus has conveyed the 1.9-acre parcel to his sister, Cheryl Chase; it
is now solely in her name. Once the resolutions are revised with that change and approved, the donation agreements
will go to the Oakland County Board of Commissioners on a schedule to provide for closing this calendar year.
Moved by Mr. McGillivray, supported by Mr. Baumhart to adopt the following resolutions in support of
the donation of a1.9-acre parcel (05-34-277-007) from Cheryl Chase and a 2.2-acre parcel (05-34-
277-008) from Chuck Bartkus, as corrected, and forward them to the Oakland County Board of
Commissioners for final approval:
WHEREAS Parks and Recreation was contacted by Cheryl Chase about her interest in donating a
1.9-acre parcel (05-34-277-007) on the north side of Addison Oaks County Park; and
WHEREAS this donation is in conjunction with Mr. Bartkus, donating his adjacent 2.2-acre parcel
(05-34-277-008) on the north side of Addison Oaks County Park; and
WHEREAS together the total donation of land will be 4.1 acres; and
WHEREAS the parcels would connect Addison Oaks with Miller Lake; and
WHEREAS both parcels consist of high-quality forested and open wetland with minimal presence of
invasive species; and
WHEREAS accepting donation of these two parcels will expand the amount of high-quality natural
habitat preserved by Parks and Recreation in perpetuity at Addison Oaks County Park.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Oakland County Board of Commissioners to approve the donation of parcel 05-
34-277-007 (1.9 acres) located at Addison Oaks County Park.
and
WHEREAS Parks and Recreation was contacted by Chuck Bartkus about his interest in donating a
2.2-acre parcel (05-34-277-008) on the north side of Addison Oaks County Park; and
WHEREAS this donation is in conjunction with Cheryl Chase, donating her adjacent 1.9-acre parcel
(05-34-277-007) on the north side of Addison Oaks County Park; and
WHEREAS together the total donation of land will be 4.1 acres; and
WHEREAS the parcels would connect Addison Oaks with Miller Lake; and
WHEREAS both parcels consist of high-quality forested and open wetland with minimal presence of
invasive species; and
WHEREAS accepting donation of these two parcels will expand the amount of high-quality natural
habitat preserved by Parks and Recreation in perpetuity at Addison Oaks County Park.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Oakland County Board of Commissioners to approve the donation of parcel 05-
34-277-008 (2.2 acres) located at Addison Oaks County Park.
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AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed 2019 Fees & Charges
Moved by Mr. Fowkes, supported by Mrs. LaFontaine to approve the 2019 proposed Fees and
Charges, as recommended, effective January 1, 2019; to approve the 2019 Joint Parks Perks Pass
(Joint Oakland County Parks and Recreation/Huron Clinton Metropolitan Authority Annual Vehicle
Pass) at the rate of $59.00; and to approve waiving the park entrance fees for day-use parks for the
Oakland County Parks and Recreation 2019 Appreciation Days, as follows:
Veteran’s Day; November 11, 2019
Thanksgiving Day; November 28, 2019
Christmas Eve; December 24, 2019
Christmas Day, December 25, 2019
New Year’s Eve; December 31, 2019
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Holly Oaks ORV Park: Proposed Operating Agreement with Michigan Department of Natural Resources/
Proposed FY 2020 Conceptual Budget for Holly Oaks ORV Park (Including Staffing)/
Proposed FY 2020 Staffing Estimates for Holly Oaks ORV Park
Groveland Township Supervisor Bob DePalma and Holly Township Supervisor George Kullis requested Commission
consideration to change the proposed name of Holly Oaks ORV Park, urging avoidance of either ‘Groveland’ or ‘Holly.’
County Commission Bob Hoffman also encouraged the Commission to consider other names, keeping ‘Oakland’ or
‘Oaks.’
Jason Fleming from the Michigan Department of Natural Resources noted that, while the DNR’s standpoint was the
name had been agreed upon, the subject can be reopened for discussion.
Corporation Counsel Financial Attorney Jody Hall remarked that the operating agreement is already awaiting an
amendment because of the proposed access with Mt. Holly. Once that access is negotiated, the operating agreement
can be amended to include the agreed-upon new name along with the finalized budget.
Moved by Mr. McGillivray, supported by Mr. Fowkes to adopt the following resolution in support of the
approval of the Operating Agreement between the County of Oakland and the Michigan Department
of Natural Resources for the operation of Holly Oaks ORV Park in Groveland and Holly Townships,
and forward it to the Oakland County Board of Commissioners for final approval:
WHEREAS it has been a long-term goal of the Michigan Department of Natural Resources (“MDNR”)
to provide a legal, off-road vehicle (ORV) riding area in Southeast Michigan; and
WHEREAS the MDNR seeks to partner with the Oakland County Parks and Recreation Commission
(“OCPRC”) for the provision of an ORV park in Oakland County; and
WHEREAS the mission of the OCPRC is to provide quality recreation experiences that encourage
healthy lifestyles, support economic prosperity, and promote the protection of natural resources; and
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WHEREAS the creation of an ORV park within Oakland County will provide residents and visitors with
a safe, legal place to ride ORVs within the county; and
WHEREAS Oakland County has the highest county percentage of ORV licenses sold in the state of
Michigan; and
WHEREAS two successful test events (the Dixie Gully Run) were completed by OCPRC and MDNR
in 2014 demonstrating desire and need for an ORV park within Oakland County; and
W HEREAS in 2015 the Michigan Natural Resources Trust Fund awarded the MDNR a $2.9 million
grant to secure property in Oakland County for the development of an ORV park; and
WHEREAS in July, 2015 the Oakland County Planning and Building Committee authorized OCPRC
to negotiate a lease/operating agreement with the MDNR for the ORV park; and
WHEREAS in 2017 the MDNR purchased 235 acres of sand and gravel mine property in Holly and
Groveland Townships for the express purpose of partnering with OCPRC to develop and operate an
ORV park; and
WHEREAS the property purchased by the MDNR would have had extremely limited uses due to past
mining activities on the property; and
WHEREAS on December 6, 2017, OCPRC approved the concept of a partnership with the MDNR for
the ORV park and the creation of a steering committee comprised of MDNR staff and OCPRC
commissioners and staff to develop an operating agreement for the ORV park; and
WHEREAS the Steering Committee has negotiated the attached Operating Agreement and
recommends its approval and execution; and
WHEREAS the MDNR will own the property and OCPRC will operate the ORV park according to the
attached Operating Agreement; and
WHEREAS the Operating Agreement is for a 20-year term, with a 10-year extension; and
WHEREAS the MDNR and OCPRC have a collaborative, long-standing relationship working together
on a variety of parks, natural resources, and recreation issues.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby approves the attached Operating Agreement with the Michigan Department of Natural
Resources for Holly Oaks ORV Park.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby
recommends and requests that the Oakland County Board of Commissioners approve and execute
the Operating Agreement with the Michigan Department of Natural Resources for Holly Oaks ORV
Park.
It was also moved to approve the Draft FY 2020 Budget and the Proposed FY 2020 Staffing
Estimates for Holly Oaks ORV Park.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
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Proposed Memorandum of Agreement (2019) with Michigan Department of Natural Resources/
Proposed Contract for Design/Engineering Services with ROWE Engineering
Moved by Mrs. Long, supported by Mr. Baumhart to approve the Memorandum of Agreement
between Oakland County Parks and Recreation and the Michigan Department of Natural Resources
for access to the ORV park site in FY 2019, subject to approval of the Operating Agreement with the
Michigan Department of Natural Resources for Holly Oaks ORV Park by the Oakland County Board
of Commissioners. Further moved to approve the contract with ROWE Professional Services for
site evaluation and concept design for Holly Oaks ORV Park, subject to approval of the Operating
Agreement with the Michigan Department of Natural Resources for Holly Oaks ORV Park by the
Oakland County Board of Commissioners.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
CIP/Maintenance Project Approvals:
Groveland Oaks – Utility Improvements, Sections A & B (Conceptual/Construction Approval) – Electrical & Sanitary
Improvements
Commissioner Fowkes expressed his concerns with how the project amounts were presented, encouraging staff
toward better efforts with project estimates.
Moved by Mrs. Lafontaine, supported by Mrs. Long to approve proceeding with bidding and
construction of the sections A & B utility improvements at Groveland Oaks. Construction shall be
awarded only if total project costs are within the amounts estimated for design and construction of a
Not-to-Exceed amount of $1,584,870 as follows:
Not-to-Exceed Construction Amounts Groveland Oaks
CIP #2855
FY 2018 – Design $52,159
FY 2019 – Electrical/Sanitary
Construction
$1,532,711
Total $1,584,870
Further moved to approve an additional $244,870 from Unrestricted Net Position for the budget
variance.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Request from the City of Royal Oak on Future Development at Normandy Oaks Park
Staff presented information on the proposed redevelopment of 50-acre Normandy Oaks Park in Royal Oak. Details
were shared and refined on the potential involvement of the Commission with the perimeter trail, a natural resources
area, and programming at the park.
Commissioner McGillivray emphasized the importance of the Commission adopting a policy setting minimum acreage
for joint projects or property.
The item was referred back to the Executive Committee.
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Pending Capital Improvement Project Report
Chief-Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Improvement
Project Report.
Recreation Assistance Partnership Program: Report and Update on FY 2018 RAPP
Chief-Recreation Programs and Services Brandy Sotke-Boyd presented the FY 2018 RAPP Report and Update.
Recreation Assistance Partnership Program: Request for FY 2019 R.A.P.P. Funds
Moved by Mr. Baumhart, supported by Mr. VanderVeen to approve the continuation of the support for
the Recreation Assistance Partnership Program (RAPP) and authorize the expenditure of the
budgeted funds in Recreation Programs and Services in the amount of $200,000 for this program for
FY 2019.
AYES: Baumhart, Fisher, Fowkes, LaFontaine, Long, McGillivray, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Agreement with Six Rivers Land Conservancy for Oakland County Cooperative Invasive Species
Management Area (CISMA) Program
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the license agreement with Six Rivers
Land Conservancy to house the CISMA coordinator and technician at the OCPR Facilities,
Operations and Maintenance building.
Commissioner LaFontaine requested an abstention, as she is a board member of the Six Rivers Land Conservancy.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, VanderVeen (6)
NAYS: (0)
ABSTAINED: LaFontaine (1)
Motion carried on a voice vote.
Demonstration on SEMCOG Terrain360 at Addison Oaks
SEMCOG invited OCPR to participate in a project using 360-degree technology, similar to Google StreetView that
allows anyone to explore a trail from their phone, tablet or computer. Supervisor – Planning Melissa Prowse provided a
brief demonstration on the Terrain360 mapping of the Addison Oaks mountain bike trails and will send a link for
commissioners to view.
REPORTS:
Executive Officer Report
In addition to the Executive Officer’s Report filed in the agenda packet, Executive Officer Dan Stencil provided an
update on the following items
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• Upcoming events for November and December, 2018
• The next OCPR Commission meeting will be Wednesday, December 5, 2018 at 1 p.m. at the OCPR
Administration Building
• The next OCPR Executive Committee meeting will be Monday, November 19, 2018 at 2 p.m. at the OCPR
Administration Building Commission Meeting Room
• Glen Oaks Parking Lot Improvements and Catalpa Oaks Perimeter Path/Rec Field Regrading and Irrigation
projects
• HCMA/OCPR Joint Parks Perks Passes sales report from FY 2003 through FY 2018
• Pics of the Park Photo Contest photos and results were shared. Some of the photographs will be displayed at
Wint Nature Center
• FY 2018 OCPR auction revenue and expense summary for the live and online auctions
• Article in The Telegraph, the Oakland County Employee Newsletter, reporting on the OCPR’s NACPRO Award
for the Recreation Assistance Partnership Program
• Miscellaneous Resolution introduced by County Commissioner David Bowman prohibiting smoking in ALL
parks within Oakland County
• Park types and sizes information from the OCPR’s Five-year Recreation Master Plan, to be discussed at the
Executive Committee then placed on the OCPR January Meeting Agenda
• 2018 Ellis Gold International Aquatic Safety Award, which will be presented at the December Commission
meeting
• Personal Property Loss Reimbursement Distributions/Local Community Share Revenue; Commission to
receive $141,000 in February
• Communications and Marketing update
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells reported on the progress of the Fiscal Sustainability Work
Group, noting a recommendation will be made at the next Commission meeting on Waterford Oaks Waterpark and the
White Lake Oaks Conference Center.
Activity Participation and Program Review
Chief, Park Operations and Maintenance-South District Tom Hughes and Chief, Park Operations and Maintenance-
North District Jim Dunleavy provided details on activities throughout October, including Boo Bash and Haunted
Hallows at the two campgrounds.
Mr. Dunleavy also shared details on the newly re-established department safety committee, which will meet monthly
and discuss future MIOSHA inspections, staff trainings, and efficiencies.
Recreation Programs and Services Report
The RPS Report was deferred to the December 5, 2018 OCPR Commission Meeting.
Executive Committee Update
Chairman Fisher reported the Commission addressed most of the items from the Executive Committee during today’s
meeting, except items under review by Corporation Counsel.
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NEW BUSINESS:
Manager of Parks and Recreation Operations Sue Wells shared details about the department’s involvement with the
county’s March of Dimes campaign. Ms. Wells praised the efforts of the department’s chairperson, Ariane Fountain,
including hosting an ice cream social and a baked potato bar, and her encouragement of staff to participate in the
County Executive’s Pumpkin Auction. Her enthusiastic efforts resulted in a total raised by the department of $1,906.
ADJOURNMENT:
Meeting adjourned at 3:15 p.m.
Ron Fowkes, Secretary Karen S. Kohn CAP, OM, Recording Secretary
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