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.
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OCPR Commission Meeting
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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
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