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HomeMy WebLinkAboutMinutes - 2018.12.07 - 39376Oakland County Parks and Recreation Commission Regular Meeting December 7, 2018 Chairman Fisher called the meeting to order at 1:03 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, Robert Kostin COMMISSION MEMBERS ABSENT WITH NOTICE: Hugh D. Crawford, Andrea LaFontaine, Christine Long, Jim Nash ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Mike Boyd, Park Supervisor-Waterford Oaks Boyd Brokenshaw, Park Supervisor-Groveland Oaks Jeremy Brown, Asst. Park Supervisor–Waterford Oaks Phil Castonia, Chief – Business Operations Ryan Danescu, Asst. Park Supervisor-Red Oaks Mike Donnellon, Chief – Park Facilities Maint. & Development Jim Dunleavy, Chief – Park Operations & Maint.-N. District Julee Erskine, Asst. Park Supervisor-Groveland Oaks Donna Folland, Senior Planner Tom Hughes, Chief – Park Operations & Maint.-S. District Jen Myers, Architectural Engineer III Matt Pardy, Park Supervisor-Red Oaks Brandy Sotke-Boyd, Chief – Recreation Programs and Services Desiree Stanfield, Supervisor–Marketing & Communications Melissa Prowse, Supervisor - Planning Jeff Monette, Parks Crew Chief-White Lake Oaks Jen Myers, Architectural Engineer II OC Fiscal Services Jeff Phelps, P & R Fiscal Services Coordinator OC Purchasing Andy Krumwiede, Buyer II Genisys Credit Union Linda Zabik, Manager of Corporate Social Responsibility Jennifer Nepjik APPROVAL OF AGENDA: Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the agenda with the following changes: Remove Item 11 G-4 – Naming of Proposed ORV Park; and Remove Item 8 C – Presentation to OCPR Commissioner Hugh D. Crawford AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the minutes of the OCPR Commission Regular Meeting of November 7, 2018, as submitted. 4 OCPR Commission Meeting December 5, 2018 Page 2 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: There were no public comments. INTRODUCTIONS: White Lake Oaks Parks Crew Chief Jeff Monette Tom Hughes, Chief – Park Operations & Maintenance-S. District introduced Jeff Monette, who was recently promoted to the position of Parks Crew Chief at White Lake Oaks Golf Course. Jeff was the Groundskeeper II at Lyon Oaks Golf Course and Park. He is filling a position that was vacated by a recent retirement. He is a graduate of Michigan State University in the Turfgrass Program. In his new role, Jeff will be responsible for the grounds and building maintenance repairs at White Lake Oaks, including pesticide and fertilizer programs, irrigation repair and maintenance, and daily course maintenance operations. Other tasks include tree maintenance and all aspects of winter operations throughout park. He has a strong work ethic and will be an asset to White Lake Oaks. Genisys Credit Union Recognition for Sponsorship The Commission recognized Genisys Credit Union for its sponsorship of Oakland County Parks and Recreation activities and events during 2018 in the amount of $12,500, and thanked Linda Zabik, Manager of Corporate Social Responsibility, for its continued partnership with Oakland County Parks and Recreation. Genisys Credit Union’s support of OCPR activities and events allows OCPR to continue to provide high-quality recreational activities for Oakland County families that help improve the quality of life for our residents and make Oakland County a wonderful place to live, work and play. OCPR Lifeguards Earn International Aquatic Safety Award Manager of Parks and Recreation Operations Sue Wells advised the Commission that Oakland County Parks and Recreation received the Gold International Aquatic Safety Award from Jeff Ellis & Associates, Inc. for the 2018 season. This award recognizes Oakland County Parks and Recreation’s Lifeguard Staff’s commitment to training and safety, and demonstrates that Oakland County’s aquatic facilities consistently exceed industry standards in risk management and epitomize aquatic excellence. Oakland County Parks and Recreation’s lifeguard staff has received Ellis & Associates, Inc. International Aquatic Safety Awards for exceptional safety every year since 2010. The awards are presented based on the results of multiple random unannounced aquatic facility operational safety audits throughout the year. These audits include undercover video surveillance of individual lifeguards, individual and team basic life support and rescue skills, and simulated emergencies. The audit concludes with administrative, supervisory and facility evaluations. The awards are only given to Ellis clients who score in the top 30 percent of the audit criteria. Staff present to receive the award included: Matt Pardy, Mike Boyd, Boyd Brokenshaw, Jeremy Brown, Ryan Danescu, and Julee Erskine. OCPR Lifeguards are on staff early June through Labor Day at Red Oaks Waterpark in Madison Heights, Waterford Oaks Waterpark in Waterford and Groveland Oaks County Park Beach near Holly. 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. 5 OCPR Commission Meeting December 5, 2018 Page 3 CONSENT AGENDA: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 10 A through 10 P under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 10/31/18 (FM 01 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 10/31/18 (FM 01 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 10/31/18 (FM 01 FY 19) D. Monthly Capital Equipment Report for Month Ending 10/31/18 (FM 01 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 10/31/18 (FM 01 FY 19) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 10/31/18 (FM 01 FY 19) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 09/30/18 (FM 12 FY18) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. CIP/Maintenance Project Approvals: 1. Addison Oaks – Arc Flash Compliance Program ($50,000) (Conceptual Approval) 2. Springfield Oaks Activity Center – Storm Water Improvements (Conceptual Approval) - Request for Proposals for Design/Engineering ($30,000) L. FY 2018 4th Contributions Report M. FY 2018 4th Quarter Sponsorship Report N. FY 2018 4th Quarter Uncollectible Debt Write-Off O. FY 2018 Fiscal Services 4th Quarter Facilities Maintenance Amendments P. FY 2018 Fiscal Services 4th Quarter Financial Forecast AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Proposed 2019 OCPR Commission Meeting Schedule Moved by Mr. McGillivray, supported by Mr. Kostin to approve the 2019 Oakland County Parks and Recreation Commission and Executive Committee Meeting schedule with the following changes: 1. January Commission meeting date: Move from January 9, 2019 to January 16, 2019 @ 1:00 p.m. 2. March Budget Study Session I: Move from March 13, 2019 to March 27, 2019 @ 1:00 p.m. 3. April Budget Study Session II: Move from April 24, 2019 to April 17, 2019 @ 1:00 p.m. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Recommendation from Fiscal Sustainability Workgroup on Operations & Investments Manager of Parks and Recreation Operations Sue Wells reported on the progress of the Fiscal Sustainability Work Group, and advised of the work the committee has been doing the last several months regarding repurposing the White Lake Oaks facility 6 OCPR Commission Meeting December 5, 2018 Page 4 and the analysis of necessary improvements, transitions, and upgrades at Waterford Oaks park and facilities. White Lake Oaks - Proposed Transition to Activity Center: Moved by Mr. Fowkes, supported by Mr. Kostin to terminate the current contract with Lafayette Market LLC effective December 31, 2019, by providing written notification at least 180 days prior pursuant to the contract; authorize staff to begin the transition of the facility to White Lake Oaks Activity Center to be re-opened in January 2020; and immediately begin booking reservations for events occurring January 1, 2020 and beyond. Staff will continue to evaluate other options for the White Lake Oaks facility including leasing, private partnerships, or other alternatives. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Commissioner Baumhart thanked the members of the Fiscal Sustainability Workgroup for the terrific job on the recommendation for the White Lake Oaks facility and property. Waterford Oaks Waterpark Transition Concept: Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the removal of the Raft Ride, based on the structural inspection report dated September 2018, and direct the Fiscal Sustainability Committee to report back to the Commission on the overall concept for the Phase I and Phase II proposal for Waterford Oaks park along with the capital expenditures that will be necessary during the three-year process, including the short-term and long-term concepts. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Fisher advised the Fiscal Sustainability Workgroup has been doing a great job and that he appreciates all the hard work and efforts of the Committee. FY 2020-2024 Proposed Project Lists & Forecast - Capital Improvement Program/Maintenance Management Plan Moved by Mr. Fowkes, supported by Mr. Baumhart to receive and file the Proposed Project Lists & Forecast for the Proposed FY 2020-2024 Capital Improvement Program Report and the Proposed FY 2020-2024 Maintenance Management Plan report, and to also change Section 3. BUDGETARY REVIEW/APPROVAL TIMELINE: Paragraph d. 1 (3) as follows: Continue to focus CIP Enhancement funds in the urbanized/higher visibility parts of Oakland County, including without limitation, Catalpa and Red Oaks in Southeast Oakland County in FY 2020-22 and continuing with Waterford Oaks County Market projects in FY 2023-25. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. FY 2020 Proposed Capital Equipment Staff presented the following OCPR FY2020 Proposed Capital Equipment List for planning purposes regarding the purchase of equipment for Oakland County Parks and Recreation: 7 OCPR Commission Meeting December 5, 2018 Page 5 EXISTING EQUIPMENT PROPOSED EQUIPMENT ESTIMATED COST Addison Oaks Park ADD Maintenance Utility Carts (2) $ 13,000 Addison Oaks Park ADD Turbine Blower $ 6,000 Facilities Maintenance FM Loader $ 125,000 Glen Oaks Golf Course GLG Rough Mower $ 62,000 Groveland Oaks Park GRV Utility Vehicle $ 18,000 Groveland Oaks Park GRV Zero Turn Mower $ 14,000 Independence Oaks IND Utility Vehicle $ 21,000 Independence Oaks IND Rescue Boat w/ Trailer $ 23,000 Lyon Oaks Golf Course LYP Utility Vehicle w/ cab $ 20,000 Orion Oaks ORN Zero Turn Mower $ 17,000 Recreation Section REC Trailer $ 11,000 Red Oaks Golf Course RDG Greensmower $ 29,000 Red Oaks Golf Course RDG Turbine Blower $ 6,000 Springfield Oaks Golf Course SPG Greensmower $ 29,000 Springfield Oaks Golf Course SPG Utility Vehicle $ 11,000 Waterford Oaks Park WTR Utility Vehicle $ 19,000 White Lake Oaks Golf Course WLG Fairway Mower $ 58,000 $ 482,000 Capital Equipment FY 2020 BUDGET CENTER TOTAL The Commission received and filed the FY2020 Proposed Capital Equipment report. CIP/Maintenance Project Approvals: Red Oaks Nature Center Exhibit Remodeling ($18,000) (Construction Approval) - ENHANCEMENT PROJECT Moved by Mr. Baumhart, supported by Mr. McGillivray to approve proceeding with construction of the Red Oaks Nature Center exhibit remodeling project, contingent upon approval from the City of Madison Heights City Council for cost sharing; total project costs are $50,000 as follows: Item Red Oaks Nature Center Exhibit Remodeling CIP #2834 A/V equipment $10,000 Tank display, pond and puppet theatre $20,000 Furniture, finishes and equipment $6,100 Design $3,500 Electrical $2,000 In-house carpentry $6,000 5% Contingency $2,400 Total $50,000 8 OCPR Commission Meeting December 5, 2018 Page 6 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. FY2019 Trail Enhancements (Conceptual Approval) Staff provided an update on the following proposed trail enhancements: Addison Oaks – Trail Enhancements ($143,000); Orion Oaks – Trail Enhancements ($57,000); Waterford Oaks – Trail Enhancements ($82,000); Independence Oaks Trail Enhancements Update PROPOSED FY2019 PROJECT COSTS: Sub- Project Sub-Project Name Unit Cost Quantity Cost 10% Contingency Total Project FY2019 Budget ADD-1 Equestrian Loop D Enhancements $30/LF 400 LF $12,000 $1,200 $13,200 ADD-2 Loops A and F Safety Improvement $2,500 $2,500 ADD-3 Loop A Trailhead Realignment $50/LF 300 LF $15,000 $1,500 $16,500 ADD-4 Loop A View shed and Sightlines $38,500 $38,500 ADD-5 Loop A Surface Improvement $0.90/LF 4,444 LF $4,000 $400 $4,400 Addison Total $75,100 $143,000 IND-1* Boardwalk Feasibility Study $18,500 NA $18,500 Independence Total $18,500 $0 ORN-1 Phase II Trail Enhancements $15.00/LF 8,200 LF $123,000 $12,300 $135,300 Orion Total $135,300 $57,000 RDP-1 Surface improvement $15.00/SQYD 2,684 SQYD $40,260 $4,000 $45,000 RDP-1* Hales Street connector $50.00/LF 100 LF $5,000 $500 $4,500 Red Total $49,500 $0 WTR-1 Phase I Surface improvement $0.90/LF 3,000 LF $2,700 $270 $3,000 Waterford Total $3,000 $82,000 TOTAL FY2019 TRAIL ENHANCEMENTS $281,400 $282,000 If approved, these scope items will require the creation of capital projects and a budget adjustment to reallocate the funding from operations to capital, which will be brought to the Commission for approval with the construction approval at a future meeting. Moved by Mr. Fowkes, supported by Mr. Kostin to conceptually approve the FY2019 Trail Enhancement Projects, and approve creating a CIP project for the southwest boardwalk design engineering in the amount of $18,500 for the Independence Oaks Lakeshore Trail. 9 OCPR Commission Meeting December 5, 2018 Page 7 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Addison Oaks Adams Lake Site Improvements Phase II ($100,000) (Conceptual Approval) Staff recommended the Commission grant Conceptual Approval to proceed with the Adams Lake Site Improvements - Phase II projects. Moved by Mr. Fowkes, supported by Mr. Kostin to Conceptually Approve proceeding with the Adams Lake Site Improvements - Phase II projects as identified below: Phase II Projects: i. Shoreline Restoration $10,000 ii. Site & hardscape improvements $42,500 iii. Design - Site grading/storm water engineering $20,000 iv. Disc Golf Tee #1 Relocation $5,000 v. Phase II Contingency $7,500 Phase II Conceptual Project Costs: $85,000 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Pending Capital Improvement Project Report Chief-Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Improvement Project Report. The Commission received and filed this report. Proposed Holly Oaks ORV Park: Proposed Memorandum of Agreement with Michigan Department of Natural Resources to Allow Access to the ORV Park Property and Proposed Contract for Engineering Services and Design with Rowe Engineering This item was previously approved by the OCPR Commission, however staff advised the OC Board of Commissioners has requested additional information be included in the resolution and backup before it considers approval of this item, as a result staff has included those items. Chairman Fisher also requested additional information be included regarding liability coverage at the park. The Memorandum of Agreement (MOA) between Oakland County Parks and Recreation and the Michigan Department of Natural is to provide OCPR staff and contractors access to the park property. Moved by Mr. Kostin, supported by Mr. Fowkes to approve the proposed Memorandum of Agreement (MOA) between Oakland County Parks and Recreation and Michigan Department of Natural Resources for access to the ORV park site in 2019, and to authorize the transfer of funding from the MDNR to OCPR for ORV Park Planning Services. In addition, the contract will include a statement that the comprehensive design of the trails, not including engineering, will be provided; and Approve the contract with ROWE Professional Services for site evaluation and concept design for the proposed Holly Oaks ORV Park, and amend the FY2019 budget as follows: 10 OCPR Commission Meeting December 5, 2018 Page 8 FY 2019 ACCOUNT NUMBER AMENDMENTS PARKS AND RECREATION FUND (#50800) Cost Center Dept ID Program Acct Account Name Revenues ADM 5060101 160000 650104 Operating Contributions 49,500$ Total Revenues 49,500 Expenses ADM 5060101 160000 730520 Design Fees 49,500 Total Expenses 49,500$ AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. Naming ORV Park This item was referred to the OCPR Executive Committee. Proposed OCPR 2019-2021 Oakland County Sheriff's Office Contract - 3-Year Renewal Moved by Mr. McGillivray, supported by Mr. Kostin to approve the proposed 2019-2021 Contract with the Oakland County Sheriff's Office for Law Enforcement Services with the Oakland County Parks and Recreation Commission, beginning January 1, 2019 and ending on December 31, 2021, at the rates provided below: Rates for Services in Calendar Year 2019 2020 2021 Monthly Rate - 1 Lt., 1 Sgt. and 3 Deputy II’s $62,412.00 $63,826.00 $65,276.00 Hourly Rate for each PTNE Court/Park Deputy $24.09 $24.57 $25.06 Hourly Rate for each PTNE Mounted Deputy $18.71 $19.08 $19.46 Hourly Overtime Rate(s) Lieutenant $90.18 $91.98 $93.82 Sergeant $81.79 $83.43 $85.10 Deputy II $69.31 $70.67 $72.07 PTNE Court/Park Deputy $36.14 $36.86 $37.59 PTNE Mounted Deputy $28.07 $28.62 $29.19 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous voice vote. 11 OCPR Commission Meeting December 5, 2018 Page 9 REPORTS: Executive Officer Report In addition to 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 scheduled on January 16, 2109 at 1:00 p.m. • The next OCPRC Executive Committee meeting is scheduled for December 17, 2018 at 2:00 p.m. • The OCPR Annual business meeting is scheduled on December 6, 2018 at Lyon Oaks at 8:30 a.m. • Update on Managed Deer Hunts at OC Parks • Update on status of Springfield Oaks water quality improvement program and possible alternate options • Status of contract with Oakland Urban Growers at Waterford Oaks Greenhouses Recreation Programs and Services Report – PPT Staff requested that this item be postponed until the January 16, 2019 OCPRC meeting. Conference Centers/Restaurant Services/Concessions Summary Report (Verbal) Staff provided an update on the status of the conference center restaurant and concession services focusing on customer service, improved processes, revenues and expenditures and possible improvements which may be needed in the future. Waterparks Update (Written) The OCPR Waterpark staff provided a report on waterpark operations which included the budgeted revenues and expenses for Red Oaks Waterpark and Waterford Oaks Waterpark, as compared to the actual revenues and expenses. Also included in the report was a comparison of the FY2016 and FY2017 revenues and expenses, and the revenue and expense information for the Concession Operations at both waterparks. Natural Resources Update (Written) As part of the Strategic Action Plan the Natural Resource Management Group provided a written report on the 2018 Natural Resource activities within the park system. The Commission received and filed the 2018 Natural Resources Update Report. Recreation Programs and Services Report Staff requested that the RPS Report be deferred to the January 16, 2019 OCPR Commission Meeting. Executive Committee Update Chairman Fisher reported the Commission addressed some of the items from the last Executive Committee previously in this meeting, and the Executive Committee also discussed the following items: • Proposed Bailey House Deed Restriction in order to ensure that the property does not fall into disrepair in the future • The status of the proposal from the City of Royal Oak on Normandy Oaks improvements • Establishment of a policy and developing criteria for consideration when partnering with other entities in the future OLD BUSINESS There was no old business at this time. 12 OCPR Commission Meeting December 5, 2018 Page 10 NEW BUSINESS There was no new business to report at this time. CLOSED SESSION: Moved by Mr. Baumhart, supported by Mr. Kostin to adjourn to Closed Session for the Annual Personnel Evaluation for the OCPR Executive Officer. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (6) NAYS: (0) Motion carried on a unanimous roll call vote. Meeting adjourned to Closed Session at 3:05 p.m. Meeting reconvened to Open Session at 3:07 p.m. ADJOURNMENT: Meeting adjourned at 3:07 p.m. Ron Fowkes, Secretary Vicky Valko, Recording Secretary 13