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HomeMy WebLinkAboutMinutes - 2019.01.16 - 39377Oakland County Parks and Recreation Commission Regular Meeting January 16, 2019 Chairman Fisher called the meeting to order at 1:04 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 Gary McGillivray, Executive Committee Member Christine Long, Ebony Bagley, Ron Fowkes, Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation Oakland County Board of Commissioners OC Fiscal Services OC Corporation Counsel OC Purchasing OC Health Department Oakland County 4H Fair Association City of Royal Oak Hubble Roth & Clark Frank Rewold & Sons Residents APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Sarah Cook-Maylen, Natural Resource Coordinator Mike Donnellon, Chief — Park Facilities Maint. & Development Jim Dunleavy, Chief — Park Operations & Maint.-N. District Tom Hughes, Chief — Park Operations & Maint.-S. District Stephanie Mackey, Business Development Representative Luke Murchie, Parks Crew Chief Jennifer Myers, Architectural Engineer III Melissa Prowse, Supervisor— Planning Brandy Sotke-Boyd, Chief — Recreation Programs and Services Desiree Stanfield, Supervisor —Marketing & Communications Dave Woodward, Chairman Jeff Phelps, P & R Fiscal Services Coordinator Jody Hall, Financial Attorney Andy Krumwiede, Buyer II Deb McArthur, Public Health Sanitarian Supervisor Michelle Mader, Senior Public Health Sanitarian LC Scramlin, General Manager John Fedele, Recreation Director Tom LaCross Jason Rewold Sam Moraco Maggie Moraco Moved by Mr. McGillivray, supported by Mr. Nash to approve the agenda with the following change: Remove Item 9 A — Presentation to OCPR Commissioner Hugh D. Crawford AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. OCPR Commission Meeting January 16, 2019 Page 2 APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. Kostin to approve the minutes of the OCPR Commission Regular Meeting of December 5, 2018, as submitted. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: LC Scramlin, General Manager of the Oakland County Fair Board expressed his appreciation to the Oakland County Parks and Recreation Commission for all of its support over the years, and especially former OCPR Commissioner Hugh D. Crawford. Mr. Scramlin informed the Commission that Mr. Crawford has been very involved with and supportive of the Oakland County Fair and the Fair Board and he advised that he and the Fair Board are extremely appreciative of Mr. Crawford for all his efforts. INTRODUCTION OF NEW OCPR COMMISSION MEMBERS: Chairman Fisher introduced new OCPR Commission members Ebony Bagley, who is the newly appointed at -large OCPR Commission member by the Oakland County Board of Commissioners; and Nancy Quarles, who was recently appointed to the Commission as the Oakland County Board of Commissioners representative. Chairman Fisher and the Commission congratulated both of the new members and welcomed them to the OCPR Commission. 2019 ELECTION OF OCPR COMMISSION OFFICERS: Moved by Mr. Kostin, supported by Mr. Fowkes to open the nominations for the election of 2019 Officers for the Oakland County Parks and Recreation Commission. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Mr. Kostin nominated Gerald Fisher as Chairman, J. David VanderVeen as Vice Chairman, and Gary McGillivray as Secretary for the 2019 OCPR Commission Officers. No further nominations were made for the 2019 OCPR Commission Officers. Moved by Ms. Quarles, supported by Mr. Fowkes to close the nominations. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Moved by Ms. Quarles, supported by Mr. Fowkes to elect Gerald Fisher as Chairman, J. David VanderVeen as Vice Chairman and Gary R. McGillivray as Secretary of the Oakland County Parks and Recreation Commission for 2019. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 91 OCPR Commission Meeting January 16, 2019 Page 3 Moved by Mr. Fisher, supported by Mr. Fowkes to appoint Mrs. Long as the additional member the OCPR Commission to the Executive Committee. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. SPONSORSHIP RECOGNITION — General RV Executive Officer Daniel Stencil and Chairman Gerald Fisher presented a plaque to Bill Brown from General RV -White Lake in appreciation for its generous support of Oakland County Parks and Recreation. General RV -White Lake provided sponsorship in the amount of $6,500 in 2018 for three events/activities at Groveland Oaks, including the Air Fair, Haunted Hallows, and the Campground Concert Series; they also bring out several RVs to the campground during the Air Fair and Haunted Hallows; and sponsored the Air Fair in 2016 and both the Air Fair and Haunted Hallows in 2017. In the past 3 years they have provided $13,500 in sponsorship dollars for campground events and programs at Groveland Oaks Campground. Mr. Stencil advised OCPR looks forward to our continued relationship and the continued provision of great programs for our campers. 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 Mrs. Long, supported by Mr. Kostin to approve Items 12 A through 12 L under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 11/30/18 (FM 02 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 11/30/18 (FM 02 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 11/30/18 (FM 02 FY 19) D. Monthly Capital Equipment Report for Month Ending 11/30/18 (FM 02 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 11/30/18 (FM 02 FY 19) F. OCPR Unrestricted Net Position Actual/Forecast and Amount of Unrestricted Net Position Above Policy Requirement G. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 11/30/18 (FM 02 FY 19) H. CIP Approval Schedule Update I. Maintenance Program Budget Report Update J. Monthly Purchasing Reports for Month Ending 10/31/18 (FM 01 FYI 9) K. Monthly Food & Beverage Vendor Sales Reports 10/31/18 (FM 01 FYI 9) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management L. Proposed OCPR FY 2019 Capital Equipment Purchases: 1. Addison Oaks Park - Hustler 104 Zero Turn Mower 2. Glen Oaks Golf Course - Toro 5410-D Fairway Mower 3. Independence Oaks - Ventrac 4500 Utility Tractor 4. Lyon Oaks Golf Course - Toro Workman HDX Utility Vehicle 5. Mobile Recreation — Showmobile Towing Truck 6. Springfield Oaks Golf Course - Toro Procore 648 Aerator 6 OCPR Commission Meeting January 16, 2019 Page 4 7. Springfield Oaks Golf Course - Toro 3150-Q Greensmower 8. Waterford Oaks Park - John Deere 3032E Utility Tractor 9. White Lake Oaks Golf Course - Toro 3150-Q Greensmower AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: CIP/Maintenance Project Approvals: Chief of Facilities Maintenance and Development Mike Donnellon provided an overview of the process for project approvals for Capital Improvement Projects and Maintenance Management Projects through the OCPR Commission. In addition, he explained how projects appear on the Commission agenda, either under Consent Agenda or Regular Agenda at the meetings, and provided the minimum and maximum dollar amounts for the projects under each section. Springfield Oaks Activity Center — Water Quality Scope Change (Conceptual Approval) Moved by Mrs. Long, supported by Mr. Fowkes to conceptually approve the design and allow staff to proceed with final construction drawings and bidding, consistent with the report submitted, for the Springfield Oaks Activity Center Water Quality project. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Budaet Amendment for Springfield Oaks Activity Center - Dam Feasibility Study - Transferring Funds from Capital to Operating Moved by Mr. Kostin, supported by Mr. McGillivray to approve increasing the FY2019 operating budget by $37,750, while reducing the FY2019 Capital Improvement Program (CIP) Plan & Budget to $37,750 for the Springfield Oaks Dam Feasibility Study, as follows: ACCOUNT NUMBER AMENDMENTS PROPRIETARY / SPECIAL REVENUE FUNDS - SELF BALANCING AMENDMENTS PARKS AND RECREATION FUND (#50800) Cost Center Dept ID Program Acct Account Name Revenues PUB 5060666 160666 665882 Planned Use of Balance $ 37,750 Total Revenues 37,750 Expenses SAC 5060732 160070 730520 Design Fees 37,750 Total Expenses $ 37,750 7 OCPR Commission Meeting January 16, 2019 Page 5 AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Waterford Oaks — Raft Ride Demolition (Conceptual Approval) Moved by Mr. Kostin, supported by Mr. Fowkes to proceed with Conceptual Approval for the bidding of the demolition of the raft ride project at Waterford Oaks Waterpark. Project will be brought back to the Commission at the March meeting with the results, and to request final approval. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Natural Resources — Oak Wilt Disease Management Budqet Modification (General Approval Staff provided a report on the treatment of oak wilt sites at Highland Oaks, Rose Oaks, Springfield Oaks, Waterford Oaks, and White Lake Oaks county parks. Oak wilt is an aggressive disease caused by a fungus that is fatal to oaks trees which impacts the vascular system of a tree by preventing water from moving throughout the tree and results in rapid leaf loss and death. Oak wilt can kill all of the three main oak groups (red, white and live) but primarily impacts red and live oaks. Oaks give Oakland County a characteristic look and dominate the canopy. Oakland County has a high potential for loss because of the high percentage of oaks and urbanization that reduced other diversity (landmark trees). Four new oak wilt sites were found in 2018. Staff conservatively projected that two new oak wilt sites would need to be addressed in 2019. The site at White Lake Oaks expanded and therefore needs additional treatment in 2019. All of the park specific sites were discovered and likely infected during summer 2018 so were not addressed during the FY2019 Budget review/approval process. As a result staff requested the Commission approve additional funding for the management of oak wilt in Oakland County Parks. Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve an increase to the current Natural Resource disease management budget, from Unrestricted Net Position, in the amount of $35,703. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Fisher suggested staff create a strategy to get the Michigan Legislature involved in addressing the impacts and possible prevention of Oak Wilt in Oakland County Parks. Bailey House Deed Restriction At a prior Commission meeting it had been recommended that a deed restriction be placed on the Bailey House property at the time of sale or transfer to another entity. The deed restriction would allow OCPR to take action against the property owner for not maintaining the property according to the Independence Township Property Maintenance Code. In addition, it was requested that the property be used solely for Single Family residential purposes. After extensive discussion on this item no action was taken. Sam Moraco provided an update on the status of the building. Mr. Moraco advised that depending on the fundraising and the time the students are able to work with the subcontractor the building could be completed in between 18 months to two years. L OCPR Commission Meeting January 16, 2019 Page 6 Pending Capital Improvement Project Report Chief -Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Improvement Project Report. Recommendation to Work with OC Human Resources on Restaurant Services Staff Receiving Tips Moved by Mrs. Long, supported by Mr. McGillivray to approve staff to explore with Oakland County Human Resources and evaluate the possibility of OCPR PTNE Grillroom positions receiving tips. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Highland Oaks/CSX Proposed Memorandum of Agreement with CSX - Park Environmental Stewardship & Settlement Agreement Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve the proposed Park Environmental Stewardship and Settlement Agreement with CSX Transportation regarding the water drawdown from wetlands at Highland Oaks County Park. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Proposed FY 2019 Capital Equipment Purchases - Groveland Oaks Utility Vehicle Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the purchase of (3) Kubota RTV500 Utility Vehicles for Groveland Oaks from Wolverine Rental and Supply in Ann Arbor, Michigan in the total amount of $29,199 utilizing budgeted funds in the FY 2019 Capital Equipment Budget. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Normandy Oaks Discussion - Report on Formal Specifications for Future Consideration of Park Collaborations Proposed by Cities, Villages and Townships Normandy Oaks is a 40-acre former golf course property in the City of Royal Oak that is being redeveloped as a park with trails, a splash pad, soccer fields and natural areas. Staff has had multiple discussions with staff from the City of Royal Oak about potential ways for OCPR to participate in the development and/or programming at the park. Staff provided an update on those conversations and options for OCPR Commission consideration at the November 7, 2018 OCPRC meeting. After further discussion at the November Executive Committee meeting, a proposal was made to the city of Royal Oak on December 14, 2018. At the Executive Committee meeting on December 17, 2018, staff was directed to work with Corporation Counsel to draft an F] OCPR Commission Meeting January 16, 2019 Page 7 interlocal agreement for OCPR Commission discussion at the January 16, 2019 meeting. If approved, the agreement would go to the Oakland County Board of Commissioners for approval in February. The agreement outlines a partnership between OCPRC and the city of Royal Oak in which OCPRC dedicates $1,010,650 in funding over the next three years as follows: Phase/Year 1 (2019): Park trails - $521,250 PhaseNear 2 (2020): Nature area - $276,320 PhaseNear 3 (2021): Bridge from the Elks Park area into the nature area - $213,080 The agreement also stipulates that OCPRC would work with the City of Royal Oak to provide programming and events at Normandy Oaks annually. This funding is not currently budgeted; therefore, a budget amendment would also be required to allocate this funding from OCPR's Unrestricted Net Position. The Commission has been advised that the Board of Commissioners would support this project and support the funding to the City of Royal Oak. There were several Commissioners that had concerns about requests in the future for funding from other municipalities and the impact on the OCPR budget and the ability to maintain OCPR current parks and facilities. Also, it was noted that once this type of expenditure for one local community park is approved, many more would follow suit - requesting funds from Oakland County Parks and Recreation revenues. As a result it was suggested that criteria be established to set standards or guidelines on how to address any future requests for assistance. The Commission discussed various subjects to include in a policy Moved by Mrs. Quarles, supported by Mr. McGillivray to approve the concept of the transaction of becoming a partner with the City of Royal Oak on Normandy Oaks, with this concept including OCPR contributing $1,010,650 in equal installments over three years for the park trails construction, development of the nature area and the bridge construction, with the concept to be further discussed as a final approval to be subject to working out the following: the criteria to be included in a policy for future consideration of partnering with local governments, with any ultimate agreement to incorporate the policy, determining that possible financial implications of this agreement in relation to the other obligations of OCPRC - with staff providing the Commission with the funding demands on the County over the same period of time for competing maintenance and other improvement projects. Moved by Mr. VanderVeen, supported by Mr. Kostin to postpone action on this item until the next OCPR Commission meeting. AYES: Fowkes, Kostin, LaFontaine, Long, VanderVeen (5) NAYS: Bagley, Fisher, McGillivray, Nash, Quarles (5) Roll call vote - motion failed. Vote on initial motion: AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles (9) NAYS: VanderVeen (1) Motion passed on a roll call vote. The Commission will work with the staff and Executive Committee to work out the details on the policy and agreement. Chairman Fisher asked if any Commissioners would like to participate on working out the details on the policy and agreement to please let him know. Staff was directed to provide the list of parks, including the acreage and location, to the Commission members. 10 OCPR Commission Meeting January 16, 2019 Page 8 Proposed Amendment to 2019 OCPR Commission Meeting Schedule: Change meeting from July 3rd to July 10th at Springfield Oaks Activity Center Moved by Mrs. Long, supported by Mr. Fowkes to approve amending the 2019 OCPR Commission meeting schedule as follows: Change the July OCPR Commission meeting date from July 3, 2019 @ 1:00 p.m. at the OCPR Administration Building to July 10, 2019 @ 1:00 at Springfield Oaks Activity Center AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 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: • 2019 Fire and Ice Festival in Downtown Rochester scheduled on January 18, 19 & 20, 2019 The next OCPR Commission meeting is scheduled on February 6, 2109 at 1:00 p.m. • The next OCPRC Executive Committee meeting is scheduled for Tuesday, January 22, 2019 at 1:00 p.m. • Update on the 2018 Managed Deer Hunts in Oakland County Parks Notice of Commercial Rehabilitation District in Orion Charter Township • Update on request from Oakland Urban Growers to amend its residential and greenhouse leases at Waterford Oaks County Park MARVAC recreational vehicle show at Suburban Showplace in Novi, MI on February 6-10, 2019 • Proposal for carpet replacement at White Lake Oaks Activity Center Distribution of the FY 2019-2021 OCPR Budget Books Fiscal Sustainabilitv Work Grou Manger of Parks and Recreation Operations Sue Wells advised that a great deal of what the committee has been working on has already been discussed. The committee will bring its final recommendations on Waterford Oaks Waterpark to the next Commission meeting, they will continue to work on making the White Lake Oaks facility an Activity Center, and the next projects for review will be the Springfield Oaks Pro Shop and Grillroom and the BMX Track. Recreation Programs and Services Report_- PPT This item was postponed until the February 6, 2019 OCPRC meeting Executive Committee Update Chairman Fisher reported the there was nothing new to report from the Executive Committee meeting noting that the items from the Executive Committee meeting were already discussed earlier in this meeting. OLD BUSINESS There was no old business at this time. OCPR Commission Meeting January 16, 2019 Page 9 NEW BUSINESS Mr. VanderVeen advised the Commission of the upcoming 2019 Fire and Ice Festival that will be held in downtown Rochester on January 18 — 20, 2019 and thanked OCPR staff for all their hard work and efforts to make this event happen. Mr. VanderVeen informed the Commission of an article in the Detroit Legal News on Chairman Gerald Fisher, his career and his recent retirement from Cooley Law School. Mr. McGillivray requested that staff inform the Commission of any future activities/events that are scheduled at proposed ORV park. ADJOURNMENT: Meeting adjourned at 4:00 p.m. Gary R. McGillivray, Secretary Vicky Valko, Recording Secretary 12