HomeMy WebLinkAboutMinutes - 2019.04.03 - 39380Oakland County Parks and Recreation Commission
Regular Meeting
April 3, 2019
Chairman Fisher called the meeting to order at 1:05 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, Ron Fowkes,
Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles
COMMISSION MEMBERS ABSENT:
Executive Committee Member Christine Long, Ebony Bagley
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation
Mike Boyd, Waterford Oaks Park Supervisor
Jeremy Brown, Assistant Park Supervisor, WO Farmers Market
Mike Donnellon, Chief – Park Facilities Maint. & Development
Jim Dunleavy, Chief – Park Operations & Maint. – N. District
Tom Hughes, Chief – Park Operations & Maint. - S. District
Karrie Jager, OCPR/Fiscal Services Supervisor
Jeff Phelps, OCPR Fiscal Services Coordinator
Brenda Reyes-Mezza, OCPR/Fiscal Services Accountant II
Brandy Sotke-Boyd, Chief – Recreation Programs and Services
Desiree Stanfield, Supervisor – Marketing & Communications
OC Purchasing Andy Krumwiede, Buyer II
Oakland County Fair Association LC Scramlin, General Manager
Preservation Clarkston Sam Moraco
Maggie Moraco
Jennifer DeNio
Theresa Traczynski
Scott Ballard
Steve Masters
Resident Jeffrey Peariso
Hanna Parker
Barbara Petroff
Bob Mancino
Joette Kunse
William Kunse
Steve Wyckoff
Joe DiJanni
APPROVAL OF AGENDA:
Moved by Ms. LaFontaine, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
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APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Nash to approve the minutes of the OCPR
Commission Regular Meeting of March 6, 2019, as submitted.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
INTRODUCTION - Jason Meister, Red Oaks Groundskeeper II
This item was postponed until the May 1, 2019 OCPR Commission meeting.
COMMUNICATION:
Capital Improvement Expense & Planned Use of Balance Summary
Fiscal Services Coordinator Jeff Phelps presented a revised 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 9A through 9L under
Consent Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 02/28/19 (FM 05 FY19)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
02/28/19 (FM 05 FY19)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
02/28/19 (FM 05 FY19)
D. Monthly Capital Equipment Report for Month Ending 02/28/19 (FM 05 FY19)
E. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 02/28/19 (FM 05 FY19)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position for Month Ending 02/28/19 (FM 05 FY19)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Report Update
I. Monthly Purchasing Reports for Month Ending 01/31/19 (FM 04 FY 19)
J. Monthly Food & Beverage Vendor Sales Reports 01/31/19 (FM 04 FY 19)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. Natural Resources - Invasive Species Contracts (General Approval)
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L. Facility Use Agreement - Request to Sell Alcohol on County Park Property:
1. Oakland County Fair Association at Springfield Oaks County Park for the
following events:
A. Michigan Antiques Festival on May 3, 4 & 5, 2019
B. Sins of Steel Car Show on June 1, 2019
C. Michigan Antiques Festival on October 4, 5 & 6, 2019
2. Disaster Relief at Work (DRAW) at Independence Oaks County Park for the
Back Roads Half Marathon on November 10, 2019
3. St. Stephen Lutheran Church at Independence Oaks County Park for the
2019 Lobsterfest Event on August 10, 2019
4. North Oakland SCAMP Funding Corporation at the Oakland County Farmers
Market for the 2019 Oakland Uncorked Event on August 2, 2019
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Bailey House Update
Chairman Fisher provided an update on the history of events on the Bailey House and the current plan
to transfer property along the park perimeter with Preservation Clarkston so the group may continue
with its plans to preserve the structure. He highlighted the fact that the property was purchased with a
grant and as a result there are restrictions on what may happen with the property. If the transaction is
not approved by the Michigan Department of Natural Resources, which could cause a conversion
mitigation, it could result in penalties for OCPR which could impact future grants from the MDNR. To
date OCPR has not received final approval for the transfer of property. Corporation Counsel is working
on a letter of agreement for the transfer of property which would include a reverter clause, so that if the
MDNR did not approve the transfer of the property, then ownership of the property would revert back to
the original owner. It was also recommended to include a deed restriction on the property that would
require the exterior of the structure and the property be maintained to a certain standard. The
Commission was not in favor of the deed restriction.
Moved by Mr. McGillivray, supported by Ms. Quarles to receive the information on the Bailey
House and direct Corporation Counsel to address a letter to Preservation Clarkston indicating
the terms of the sale including the reverter clause and not the deed restriction.
YES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Resolution - July 2019 National Recreation and Parks Month
Moved by Mr. Fowkes, supported by Mr. VanderVeen to adopt the following resolution in support of
proclaiming July 2019 as National Recreation and Parks Month and forward it to the Oakland
County Board of Commissioners for final approval:
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WHEREAS the Oakland County Parks and Recreation Commission’s mission is to provide
all residents of Oakland County with recreational, leisure, and learning experiences, parks,
open spaces, and facilities, resulting in a comprehensive county park system that enhances
quality of life; and
WHEREAS for over 50 years the Oakland County Parks and Recreation Commission has
been providing innovative recreational experiences, facilities, and programs for the residents
of Oakland County; and
WHEREAS parks, recreation activities, and leisure experiences provide opportunities for
young people to live, grow, and develop into contributing members of society; and
WHEREAS parks and recreation creates lifelines and continued life experiences for older
members of our community; and
WHEREAS parks and recreation generates opportunities for people to come together and
experience a sense of community through fun recreational pursuits; and
WHEREAS parks and recreation agencies provide outlets for physical activities,
socialization, and stress-reducing experiences; and
WHEREAS parks, playgrounds, nature trails, open spaces, community and cultural centers,
and historic sites make communities attractive and desirable places to live, work, play, and
visit, in a manner that contributes to our ongoing economic vitality; and
WHEREAS parks, greenways, and open spaces provide a welcome respite from our fast-
paced, high-tech lifestyles while simultaneously protecting and preserving our natural
environment; and
WHEREAS parks and recreation agencies touch the lives of individuals, families, groups,
and the entire community, which positively impacts upon the social, economic, health, and
environmental quality of our community.
NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation
Commission proclaims July 2019 as Recreation and Parks Month and encourages all
citizens to celebrate healthy, active lifestyles by participating in their choice of recreation and
park activities.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
CIP/Maintenance Project Approvals: Fiscal Note-Catalpa Oaks (General Approval) /
Sports Field Grading & Irrigation / Perimeter Pathway / Maintenance Shed & Electrical
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the following appropriation of
$108,266 from the reported Unrestricted Net Position to the FY2019 Operating Budget for
completing the Catalpa Oaks Improvement Project as presented and approved at the March 6, 2019
Commission meeting:
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Budget Amendment Budget
Cost
Center Dept # Program Account Amendment
Revenues: PUB
Planned Use
of Balance 5060666 160666 665282
Planned Use of
Balance $ 108,266
Expenses: FM
Facilities
Maintenance 5060910 160430 730789
General
Program
Administration $ 108,266
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed OCPR Brand and Communications Standards Revisions
The Oakland County Parks and Recreation Brand and Communications Standards Manual was developed
by the Communications and Marketing Unit and approved by the OCPR Commission in December 2017.
The Oakland County Parks and Recreation logo is used as the identifier for all social media, website,
e-marketing, advertising, print, digital and marketing pieces.
Supervisor of Marketing and Communications Desiree Stanfield advised staff has updated the manual to
include: the OCPR logo registration by the United States Patent and Trademark Office; additional sub-brand
logos for facilities; revised the standard email signature block; and included a section on social media
platforms, standards, best practices and interactions with the public.
Moved by Mr. McGillivray, supported by Mr. VanderVeen to receive and file the Oakland County
Parks and Recreation Brand and Communications Standards Manual.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Recreation Partnership Requests Policy Update
The OCPR Recreation Partnership Policy was approved at the February 6, 2019 OCPR Commission
meeting and revised at the March 6, 2019 OCPR Commission meeting to reflect the importance of
recognizing that trails have the highest priority. The Executive Committee recommended an additional
minor revision to this policy.
Moved by Mr. McGillivray, supported by Mr. Kostin to approve the proposed revision to the OCPR
Recreation Partnership Policy as follows:
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No further requests from local communities be considered or approved for three years after the
approval of OCPR’s commitment with the City of Royal Oak for Normandy Oaks.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending Capital Improvement Project Report
Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital
Improvement Project Report.
Moved by Mr. Nash, supported by Mr. VanderVeen to receive and file the Pending Capital
Improvement Project Report.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed OCPR Summer Daze Sponsorship Agreement – STRIVE
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the proposed sponsorship agreement with
Thrive Recreational Therapy for the 2019 Summer Daze event at Independence Oaks County Park on August
3, 2019.
AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8)
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:
• The next OCPR Commission meeting will be Wednesday, May 1, 2019 at the Lyon Oaks
Conference Center. Budget Study Session II will start at noon; and the Commission meeting will
start at 1 p.m.
• A photograph of the Commission will be taken at the May 1, 2019 OCPRC meeting.
• 2019 Marshmallow Drop will be held on Friday, April 19, 2019 at 10 a.m. at Worden Park in Royal
Oak.
• The City of Royal Oak awarded the construction bid for Normandy Oaks and expects to break
ground by early May; the park’s anticipated opening is spring of 2020
• The Michigan Department of Natural Resources has advised OCPR staff that it has extended the
Catch and Release designation for Upper Bushman Lake at Independence Oaks-North for an
additional five years.
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• The MDNR advised no decision has yet been made on the name of the proposed ORV park.
• Oakland County Parks and Recreation was presented the Golden Wrench Award from mParks
(Michigan Recreation & Park Association) at its annual winter conference for a special tool designed
by Jack Witek, a Lyon Oaks Golf Course volunteer.
• The Red Oaks Nature Center and Park clean-up is scheduled on April 27, 2019 from 9 a.m.-noon.
• Oakland Urban Growers recently made a minimal payment; Corporation Counsel will be sending
them a notice to quit for both the residence and the greenhouse.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability
Work Group. In addition, she advised the group would be presenting a proposed operating agreement
for the operation of the BMX track, will be meeting to evaluate the Springfield Oaks Pro Shop and Grill
Room, and are continuing to look at alternate operation options at White Lake Oaks Activity Center.
2018 Communications and Marketing Report - Verbal Update
Supervisor of Marketing and Communications Desiree Stanfield provided an overview of the 2018
Communications and Marketing Initiatives. Highlights from 2018 services included: social media,
website content, graphic design, media relations, marketing, advertising, sponsorship fulfillment,
printing, signage, photography, videography, and internal/external communications.
FootGolf Layout/Video - Red Oaks and White Lake Oaks Golf Courses
Chief of Park Operations and Maintenance-South District Tom Hughes made a presentation, along with
a video, on FootGolf activities at Red Oaks and White Lake Oaks golf courses.
Farmers Market - Verbal Update
Assistant Park Supervisor at Waterford Oaks-Farmers Market Jeremy Brown provided an update on the
activities and events held at the Oakland County Farmers Market in 2018. He also provided information
on upcoming events planned during 2019.
Park Planning & Dashboard Update - Written Report (Distributed @ Meeting)
The Commission received and filed the OCPR FY2018 Dashboard and Data Book.
Executive Committee Update
Chairman Fisher advised at the last OCPR Executive Committee meeting the Committee discussed the
capital improvement budget, budget goals, the millage renewal process and the Bailey House.
OLD BUSINESS
Public Comments Procedures
A question has been raised at a previous OCPR Commission meeting regarding the current process for
Public Comments during the Oakland County Parks and Recreation Commission meetings. After a brief
discussion it was determined the current process works well and no change will be necessary at this time.
The Commission requested staff present a report on the number of times the Ellis Barn at Springfield Oaks
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County Park was rented in 2016, 2017, and 2018; and the number of times it has been rented or is
scheduled to be rented in 2019. In addition, the Commission requested staff include the amount of
revenue received on the rentals for Ellis Barn for 2016, 2017, 208 and 2019 to date.
ADJOURNMENT:
Meeting adjourned at 3:10 p.m.
Gary McGillivray, Secretary Vicky Valko, Recording Secretary
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