Loading...
HomeMy WebLinkAboutMinutes - 2019.02.06 - 39378Oakland County Parks and Recreation Commission Regular Meeting February 6, 2019 Chairman Fisher called the meeting to order at 1:00 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 ALSO PRESENT: Parks and Recreation OC Corporation Counsel OC Fiscal Services OC Purchasing Oakland Urban Growers City of Royal Oak Vibe Credit Union Soggy Doggie Past OCPR Commissioner APPROVAL OF AGENDA: 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 Jen Myers, Architectural Engineer III Zach Crane, Architectural Engineer II Shannon Kenny, Office Assistant I Gina Conley, User Support Specialist II Mary Blumka, Supervisor of Nature Education Bilqees Salie, Architectural Intern Brian Menghini, OCPR/Fiscal Services Supervisor Karrie Jager, OCPR/Fiscal Services Supervisor Brenda Reyes-Mezza, OCPR/Fiscal Services Accountant II Mary Zednik, Communications and Marketing Assistant Jody Hall, Financial Attorney Jeff Phelps, P & R Fiscal Services Coordinator Lynn Sonkiss, Fiscal Services Officer Shawn Phelps, Chief, Management and Budget Andy Krumwiede, Buyer II Bruce Ellwanger John Fedele, Superintendent of Recreation Stephanie Leahy Matt Perry A. David Baumhart III Moved by Mr. Nash, supported by Mr. Kostin to approve the agenda with the following changes: Move Item 11 E before 11A; and defer the 12C Marketing and Communications Report until the March 6, 2019 regular meeting. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. 13 OCPR Commission Meeting February 6, 2019 Page 2 MEETING LOCATION CHANGE: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the location change for the March 6, 2019 regular meeting from Red Oaks to the Oakland County Parks and Recreation administration building. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. all 3ICW916]ul►Yil_4►11�' There were no public comments INTRODUCTIONS: Chief of Business Operations Phil Castonia introduced Shannon Kenny, the new full-time Office Assistant I in administration. Shannon will be responsible for assisting with administrative support for Dan Stencil, Sue Wells, and Vicky Valko, as well as front desk reception, and general phone and email support. Chief of Business Operations Phil Castonia introduced Gina Conley, the new full-time User Support Specialist I I in the Business Operations Unit in administration. Gina will be responsible for supporting front-line staff and point -of -sale operations throughout the park system. She will also be doing workstation, mobile device, and application technical support, in addition to serving as lead support for website design and content editing for our Communications and Marketing Unit. Chief of Park Facilities Maintenance and Development Mike Donnellon introduced Bilqees Salie, architectural intern, who will be working with the project management group with completing assigned projects and associated tasks. Chief of Recreation Programs and Services Brandy Boyd introduced Mary Blumka, the new full-time Recreation Supervisor of Nature Education. Mary is replacing Lynn Conover and will oversee both nature centers, outreach programming, interpretive programs, special events, badge programs, field trips and our rotating exhibits at both nature centers. PRESENTATION — RECOGNITION: Executive Officer Dan Stencil presented OCPR/Fiscal Services Supervisor Brian Menghini with a plaque in recognition of his retirement after 31 years of service with the county, including 24 years supporting Oakland County Parks and Recreation in the Parks' Fiscal Services section. He was instrumental in ensuring a successful transition with RecTrac, assisting with setting policies, and doing all with dedication and integrity. Mr. Stencil introduced Karrie Jager, the new full-time OCPR/Fiscal Services Supervisor replacing Mr. Menghini, and Brenda Reyes-Mezza, the new OCPR/Fiscal Services Accountant II, who will also be supporting the Parks' Fiscal Services section. PRESENTATION — SPONSORSHIP: Executive Officer Stencil presented Stephanie Leahy of Vibe Credit Union (formerly Oakland County Credit Union) with a plaque in thanks and recognition for the credit union's continuing support as sponsors for a variety of programs and events, including the Great Marshmallow Drop and Spring Market Day at the Farmer's Market. 14 OCPR Commission Meeting February 6, 2019 Page 3 Executive Officer Stencil presented Matt Perry, owner of Soggy Doggie, with a plaque in thanks and recognition for their contribution in sponsoring new shade structures at Orion Oaks Dog Park. PRESENTATION — RECOGNITION: Chairman Fisher presented past Parks Commissioner A. David Baumhart III with a plaque in recognition and thanks for his years of service and support of the Oakland County Parks, not only during his tenure on the Commission, but his involvement in different programs throughout the parks since the early 1970s. Mr. Baumhart remarked on the honor and privilege it has been to serve on the Commission. He reminded everyone that while the parks are exemplary and award -winning, it is the "people that manage them, maintain them, design and build them, develop programs for them, market them and staff them" who are exemplary and award winners. 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 Mr. Kostin to approve Items 10A through 10K under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 12/31/18 (FM 03 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 12/31/18 (FM 03 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 12/31/18 (FM 03 FY 19) D. Monthly Capital Equipment Report for Month Ending 12/31/18 (FM 03 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 12/31/18 (FM 03 FY 19) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 12/31/18 (FM 03 FY 19) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 11/30/18 (FM 02 FY 19) J. Monthly Food & Beverage Vendor Sales Reports 11/30/18 (FM 02 FY 19) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. CIP/Maintenance Project Approvals: 1. White Lake Oaks Conference Center Carpet Replacement ($60,000) (Conceptual/Construction Approval) AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. W OCPR Commission Meeting February 6, 2019 Page 4 REGULAR AGENDA: Proposed Amendment to Oakland Urban Growers Lease Agreement(s) Chairman Fisher was advised that the amendment to the Oakland Urban Growers Greenhouse Lease is not yet ready for consideration by the Oakland County Board of Commissioners, so no action will be taken at this meeting. He clarified that the residential lease is separate from the greenhouse lease; the Parks Commission's expectation is that rent for the residence will be brought current within the next few weeks. Mr. Ellwanger confirmed Oakland Urban Growers' understanding they are expected to become compliant with the terms of the residential lease by bringing the rent current within the next few weeks. Vice Chairman VanderVeen advised that, as the Oakland County Executive's designee on the Commission, he will be abstaining when a vote is called on this issue. While there is no direct connection, one of the principals has a relationship with the county executive's ex-wife; therefore, he will be abstaining in order to avoid any appearance of a potential conflict of interest. Recreation Partnership Policy Moved by Mr. Fowkes, supported by Mrs. Long to approve the Recreation Partnership Policy as modified and presented in the agenda. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Normandy Oaks Interlocal Agreement Moved by Mr. McGillivray, supported by Mr. Kostin to adopt the following resolution in support of the approval of Interlocal Agreement with the City of Royal Oak for the development of Normandy Oaks Park and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS Oakland County Parks and Recreation has been approached by the City of Royal Oak to partner on the development of the 40-acre Normandy Oaks Park in Royal Oak; and WHEREAS the Normandy Oaks Park master plan calls for the development of trails and a nature area; and WHEREAS trails continue to be the highest-ranking recreational amenity by the citizens of Oakland County, as verified in the 2017 county -wide recreational needs assessment; and WHEREAS Oakland County Parks and Recreation desires to provide recreational amenities that meet the needs of the residents of Oakland County; and WHEREAS the 2018-2022 Oakland County Parks and Recreation Five -Year Parks and Recreation Master Plan identifies three key criteria to ensure park investment fits with its mission and regional scope, including having a regional draw, significant project size, and/or serving as a catalyst for regional project implementation; and WHEREAS at 40 acres and 2 miles of trails, the development of Normandy Oaks meets 2 of the 3 16 OCPR Commission Meeting February 6, 2019 Page 5 criteria and will draw residents from multiple communities; and WHEREAS the interlocal agreement will provide, from Oakland County Parks and Recreation's Unrestricted Net Assets, a not -to -exceed amount of $1,010,650 to the City of Royal Oak for the development of trails ($521,250), a nature area including trails, native grasses and water bodies ($276,320), and a pedestrian bridge from one of the parking areas into the nature area ($213,080); and WHEREAS these payments from Oakland County Parks and Recreation will be made over three fiscal years (2019-2021); and WHEREAS there will be no fee for patrons to use the park trails or nature area. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby approves the Interlocal Agreement with the City of Royal Oak for the development of Normandy Oaks Park. NOW THEREFORE BE IT RESOLVED that a new Park Partnership cost center (#5060102) be created within the Parks and Recreation fund (#50800) for budgeting and accounting purposes. BE IT FURTHER RESOLVED, the following budget amendment is recommended: FY2019 FY2020 FY2021 PARKS AND RECREATION FUND (#50800) Revenues: 50800-5060666-160666-665882 Planned Use of Balance $521,250 $276,320 $213,080 Total $521,250 $276,320 $213 080 Expenses: 50800-5060101-160000-762011 Transfer to Municipalities $521,250 $276,320 $213,080 Total $521,250 $276,320 $213 880 BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests that the Oakland County Board of Commissioners approve the Interlocal Agreementwith the City of Royal Oak for the development of Normandy Oaks Park. This expenditure will bring the Commission's Unrestricted Net Assets down to the approved threshold of 50% of the annual budget. Following a discussion on the facilities, programs, and services provided in the southeast portion of the county, it was suggested the new commission member orientation include a detailed overview of the programs, events, and services provided by the Parks Commission's Recreation Programs and Services Section. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Approval of Revised Fees and Charges — Waterford Oaks Waterpark Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the revised Waterford Oaks Waterpark 2019 Fees and Charges, as presented. 17 OCPR Commission Meeting February 6, 2019 Page 6 Commissioner Long recommended staff post "new price" or "new lower price" signage at the Waterford Oaks Waterpark to reflect the newly approved reduced fees. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Pending Capital Improvement Project Report Chief of Parks Facilities Maintenance and Development Mike Donnellon reported that, due to irregularities in the bids received for the Catalpa Oaks Sports Field Grading/Irrigation and Perimeter Pathway projects, they are being rebid and will be presented at the March meeting. Bids may be higher than was conceptually approved. An update on the Groveland Oaks Utility Improvement— Sections A & B projectwill be included in the March Executive Officer's Report. Current project costs have expended the full contingency, with the project at full budget amount. The Pending Capital Improvement Project Report was accepted as filed. Revised Oakland County Cooperative Invasive Species Management Area (CISMA) Agreement Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the revised Oakland County Cooperative Invasive Species Management Area (CISMA) Memorandum of Understanding. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. CIP/Maintenance Project Approvals: Recommendation from Fiscal Sustainability Workgroup on Waterford Oaks Conceptual Approval and Request for Proposal for Park Design and Engineering Plan Manager of Parks and Recreation Operations Sue Wells presented an updated and more sustainable concept for the waterpark area that is integrated into the overall vision for Waterford Oaks. The workgroup requested authorization to release a Request for Qualifications for an external design team to develop the proposal for a park design and engineering plan for planning and budgeting of future projects. Commission inquired about staff ability to complete the design/engineering plan internally. Concerns were shared about staff resources to create construction documents. Item was referred back to the Fiscal Sustainability workgroup to present a recommendation at the March meeting. Moved by Mr. Fowkes, supported by Mr. Kostin to postpone the Waterford Oaks conceptual approval and Request for Qualifications for the park design and engineering plan until the March meeting. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 18 OCPR Commission Meeting February 6, 2019 Page 7 Chairman Fisher will appoint a commissioner at the next meeting to serve on the Fiscal Sustainability workgroup. Glen Oaks Improvements — Parking Lot Renovation Phases I II & III Construction Approval Moved by Mrs. Long, supported by Mrs. LaFontaine to award a construction contract in the amount of $607,395 to the lowest qualified vendor, Asphalt Specialist Inc. of Pontiac, MI, for Base Bid #1 as described in the bid documents for the Glen Oaks Park Lot Improvements project, for the following total project cost: FY2014 Approved Engineering $29,834 FY2018 Approved Engineering $29,000 Construction Contract Award $607,395 Construction Contingency 10% $58,000 Total Project Cost $724,229 Further moved to approve to use $55,395 from the reported Unrestricted Net Position to complete the entire parking lot paving. 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 Dan Stencil provided an update on the following items • The next OCPR Commission meeting will be Wednesday, March 6, 2018 at 1 p.m. at the OCPR Administration Building • The next OCPR Executive Committee meeting will be Tuesday, February 19, 2018 at 2 p.m. at the OCPR Administration Building Commission Meeting Room • Monthly ORV updates will be provided, including participant surveys from each event. Next event will be the evening of February 23; registration is already filled at 300 participants. Commissioners are invited to attend • Financial Activity Monthly Comparison for December, 2018 is included. Staff will provide national golf trend numbers for the March meeting, along with the footgolf layout at Red Oaks and White Lake Oaks • Summer job applications opened February 4. Staff were directed to confirm with Human Resources the minimum wage, as it may have increased to $9.85 as of January 1 • A proposed sign concept for Normandy Oaks will be provided at the March meeting Fiscal Sustainability Work Group Report as filed in the agenda. Recreation Programs and Services Report Chief of Recreation Programs and Services Brandy Boyd presented an overview of the services offered by the department, highlighting events, programs, and operations of Mobile Recreation, special events, nature services, adaptive services, outreach, and natural resource education throughout 2018. i1N OCPR Commission Meeting February 6, 2019 Page 8 Golf The 2018 Golf Course Summary as filed in the agenda. Executive Committee Update Chairman Fisher reported on the Committee's work on Normandy Oaks and the partnership policy. Commissioners Kostin and Fowkes also reported on the ORV park and the meeting with staff from Mt. Holly to discuss partnering with them for parking lot usage, concessions, and bathrooms. NEW BUSINESS: None OLD BUSINESS: None ADJOURNMENT: Meeting adjourned at 3:07 p.m. Gary McGillivray, Secretary Karen S. Kohn, CAP, OM, Recording Secretary 20