HomeMy WebLinkAboutMinutes - 2019.05.01 - 39381Oakland County Parks and Recreation Commission
Regular Meeting
May 1 , 2019
Chairman Fisher called the meeting to order at 1:45 p.m. in the Oakland County Parks and Recreation Lyon Oaks
Conference Center Banquet 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, Nancy Quarles
COMMISSION MEMBERS ABSENT:
Jim Nash
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation
Phil Castonia, Chief of Business Operations
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
Mike Mausolf, Lyon Oaks Groundskeeper
Jason Meister, Red Oaks Groundskeeper II
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
OC Corporation Counsel Jody Hall, Financial Attorney
Oakland Urban Growers Bruce Ellwanger
Mike Skinner
APPROVAL OF AGENDA:
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the agenda as submitted.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the minutes of the OCPR
Commission Regular Meeting of April 3, 2019, as submitted.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
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PRESENTATION:
mParks Golden Wrench Award - OCPR Lyon Oaks Staff
Chief of Park Operations and Maintenance – South District Tom Hughes advised the Commission that Oakland County
Parks and Recreation Lyon Oaks Golf Course volunteer Jack Witek received the 2019 mParks Golden Wrench Award.
This award is a way for organizations around the state of Michigan to recognize their resourceful staff members that
have designed an inventive or resourceful cost or labor-saving device. OCPR’s Lyon Oaks Golf Course received a
new fleet of golf carts that have a new electronic braking system which utilizes a magnet to automatically set the
parking brake when the cart stops moving. While this is a great safety feature for the operator, it presents a problem if
there is an interruption in the electrical circuit as the cart defaults to full parking brake mode. In other words, the cart is
stuck in place until electric current is restored to the system. Jack went above and beyond the call of duty and
designed and engineered a portable battery source that puts the cart in neutral and allows staff to easily move and
position the carts. The kit cost approximately $90 to make. With the long life of the battery, one kit can service all 80 of
the Lyon Oaks carts.
INTRODUCTIONS:
Jason Meister, Red Oaks Groundskeeper II
Chief of Park Operations and Maintenance – South District Tom Hughes introduced Jason Meister who was recently
hired as the Groundskeeper II at Red Oaks. Jason will be responsible for assisting with the ground’s maintenance of
Red Oaks Golf Course, Nature Center, Waterpark, Dog Park and Soccer Fields. Tasks include pesticide and fertilizer
programs, irrigation repair and maintenance, daily course maintenance operations. Other tasks include tree
maintenance, building repairs and all aspects of winter operations throughout the park. Jason has over 12 years of
experience in golf and athletic field maintenance and is a graduate of Michigan State University with a degree in
Turfgrass Management. Jason’s education and work background will be an asset to Red Oaks and Oakland County
Parks.
Mike Mausolf, Lyon Oaks Groundskeeper II
Chief of Park Operations and Maintenance – South District Tom Hughes introduced Mike Mausolf who was hired as
the Groundskeeper II at Lyon Oaks. Mike will be responsible for assisting with the ground’s maintenance of Lyon Oaks
Golf Course, Conference Center, Day Use Park, Dog Park and Soccer Fields. Tasks include pesticide and fertilizer
programs for the golf course and athletic fields, irrigation repair and maintenance, daily course maintenance
operations. Other tasks include tree maintenance, building repairs and all aspects of winter operations throughout the
park. Mike has over 20 years of experience in golf and turf maintenance. He has a Bachelor’s Degree in Science
from Michigan State University and a Master’s Degree in Turfgrass Management from Penn State University. Mike’s
education and work background will be an asset to Lyon Oaks and Oakland County Parks
COMMUNICATION:
Capital Improvement Expense & Planned Use of Balance Summary
Fiscal Services Coordinator Jeff Phelps presented a revised Capital Improvement Expense and Planned Use of
Balance 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. McGillivray to approve Items 10A through 10K under
Consent Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 03/31/19 (FM 06 FY 19)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
03/31/19 (FM 06 FY 19)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
03/31/19 (FM 06 FY 19)
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D. Monthly Capital Equipment Report for Month Ending 03/31/19 (FM 06 FY 19)
E. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 03/31/19 (FM 06 FY 19)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position for Month Ending 03/31/19 (FM 06 FY 19)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Report Update
I. Monthly Purchasing Reports for Month Ending 02/28/19 (FM 05 FY19)
J. Monthly Food & Beverage Vendor Sales Reports 02/28/19 (FM 05 FY19)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. Glen Oaks Conference Center Parking Lot Improvement:
Storm Drainage Facility Maintenance Agreement (General Approval)
2. Springfield Oaks Activity Center Exterior Repair & Painting (General Approval)
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
OCPR Commission Decision on Oakland Urban Growers Lease Default
Oakland Urban Growers (OUG) leases two properties from Oakland County – the Waterford Oaks greenhouse
complex and a residential home connected to the greenhouse complex., located at 1580 Scott Lake Road in
Waterford, both of which are covered by a lease and have been in effect since October 1, 2017, after having been
approved by the Oakland County Board of Commissioners. OUG is currently in excess of $84,000 in the arrears for
nonpayment of rent and utilities for both properties.
In response to a question from Mr. Ellwanger on how to proceed on this matter, Chairman Fisher advised the OCPRC
should make a motion to direct OC Corporation Counsel to proceed in the normal course, based upon a lawful
process, and follow up on the notice of default and also determine under what circumstances could this matter be
resolved.
Attempts were made to negotiate alternate lease options with OUG; however, no amendments were approved by the
by the Board of Commissioners. During which time OUG did not keep current on their rent or utilities. As a
result, Oakland County Parks sent a letter to OUG on October 8, 2018 indicating a past-due amount of $41,592.70 and
requesting payment within 30 days. No payments were made. OUG was given another opportunity to provide
information to the Commission to support their request for amended lease terms by March 6, 2019. OCPR staff
received an emailed proposal approximately 15 minutes prior to the start of the March 6, 2019, OCPRC meeting which
essentially stated OUG needed a commitment that they would be operational through 2019 “without concern of county
intervention.” (i.e. eviction) which would allow OUG to secure outside investors and shore up their funding. The major
piece of this proposal was that OUG would transfer the commercial lease utilities into its name, but not until January 1,
2020. OUG would not begin repaying the delinquent utility amounts to the County until January 1, 2021 and would not
finish paying the delinquency until January 1, 2023.
At the March 6, 2019 OCPRC meeting the Commission voted to direct Corporation Counsel to send Notices to
Quit to OUG for both leases, and to indicate in the notices that OUG would have the opportunity to re-negotiate lease
terms for the next 30 days. At the expiration of the 30 days the leases would terminate and OUG would be
responsible for all outstanding balances. No re-negotiation occurred within the 30 days. The Notices to Quit were sent
by certified mail and were returned undelivered. Executive Officer Daniel Stencil hand-delivered a copy of the notices,
on April 16, 2019. During the 30-day period, OUG did remit one payment in the amount of $663.
It was suggested by Chairman Fisher that OUG attend the May 13, 2019 OCPR Executive Committee meeting with a
revised proposal so a recommendation could be made to the OCPR Commission at the June 5, 2019, meeting to settle
this matter and present a proposal for a modified lease.
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There was great concern from the Commission that no attempts were made by OUG to make payments toward their
past due debts, and that Oakland County taxpayer funds are being used to subsidize a private business located on
County property.
OUG stated they were awaiting responses from investors which would allow them to pay their past due amounts and
requested another opportunity to amend the lease terms and payment plan to resolve this matter.
There was also extensive discussion from the Commission on the legal process for moving forward with eviction
proceedings, and what action may or may not be approved by the OC Board of Commissioners if an amended lease
was created and referred to the OC BOC for final approval.
Moved by Mr. Fowkes, supported by Mrs. Long to approve moving forward with the proposed litigation against
Oakland Urban Growers to evict them from the Greenhouse Complex and Residential Structure at Waterford
Oaks County Park and attempt to recover all the past due monies from rent and utilities.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles (8)
NAYS: (0)
ABSTENTIONS: VanderVeen (1)
Motion carried.
Proposed 2019 Archery Fees and Charges
Moved by Mr. Kostin, supported by Mr. McGillivray to approve the proposed 2019 Fees and Charges for
the OCPR Archery Range and Programs at Independence Oaks County Park.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed 2019 OCPR Sponsorships:
1. Arts Beats & Eats / Royal Oak / August 30 - September 2, 2019
2. Rock-N-Rides Royal Oak / Royal Oak / June 20-23, 2019
Moved by Mr. Kostin, supported by Mr. McGillivray to approve the proposed sponsorship
agreement with Arts, Beats and Eats for the 2019 Arts, Beats & Eats Festival on
August 30 - September 2, 2019; and
Approve the proposed sponsorship agreement with Rock-N-Rides Royal Oak for the 2019
Rock-N-Rides Royal Oak Festival from June 20 – 23, 2019.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher requested staff to work with Arts, Beats & Eats and Rock-N-Rides Royal Oak to place the OCPR
banners in a mutually agreeable location.
Bailey House Update and Proposed Budget Amendment
Moved by Mr. McGillivray, supported by Mrs. Long to approve amending the July 2018 motion on the Bailey
House Update to approve the funding of $40,000 from Unrestricted Net Position with the itemized costs listed
below, and that OCPR will not be responsible for a Phase II environmental assessment or remediation if either
becomes necessary:
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Bailey House Proposal - As of June 18, 2018
ITEM EXPENSE OPERATIONS NOTES
ACQUISITION COSTS - INITZARI
Boundary surveys $7,000 Includes wetland delineation report
Phase I environmental assessment $2,500
Phase II if needed unknown Not anticipated
Potential costs of remediation unknown Not anticipated
Closing costs and title policy $3,500
Contingency for closing costs $1,000
Boundary Fencing (800 LF farm fence) $5,000
Boundary Fence Staking $2,500
SALE/TRANSFER COST - BAILEY
Split Survey/legal description/fees $5,000
SITE DEVELOP. AND OPERATION - INITZARI
No projected development - maintenance access only
Boundary Fencing (1,160 LF farm fence) $6,875
Boundary Fence Staking $2,500
Signage? $300
Park operation staff costs minimal
Park Natural Resources management costs minimal
SUBTOTAL $36,175
6/20/2018
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Catalpa Oaks Tree Donation Agreement (General Approval)
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve acceptance of the donation from the City of
Southfield, for the DTE Energy Foundation Tree Planting Grant Program through the MDNR-Forest Division,
for the procurement and planting of 22 trees at Catalpa Oaks County Park.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Budget Amendment - Standard Per Diem Rates for OC Boards, Committees and Authorities
On April 8, 2019 the OC Board of Commissioners Legislative Affairs and Government Operations Committee passed a
resolution amending the Parks and Recreation budget for FY2019-FY2021. The resolution authorized the per diem rate
schedule to be adjusted for those boards which require an extensive commitment of time for meetings which are long
and frequent. In addition, a recommendation from the County’s auditing firm Plante & Moran made to Lynn Sonkiss of
Fiscal Services addressed the federal, state and FICA tax reporting and withholding treatment of:
1. Payments made to individuals appointed by the Oakland County Board of Commissioners to
serve as members on other boards or committees;
2. Payments made to individuals internally elected by employees to serve as members of boards or
committees; and
3. Payments made to election canvassers appointed by Oakland County.
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As a result of the resolution and the Plante Moran memo, the FY2019-FY2021 Parks and Recreation budget was
amended to increase the per diem amounts and move the budget costs from the controllable operating category to
controllable personnel. The new per diem rates will become effective May 1, 2019.
Moved by Mr. McGillivray, supported by Ms. Quarles to amend the FY2019-FY2021 budget as detailed below
for the new Committee/Commission per diem rates:
PARKS AND RECREATION (#50800)
Revenue FY2019 FY 2020-FY2021
5060666 160666 Planned Use of Balance 665882 Planned Use of Balance 3,500.00 7,000.00
Total Revenue 3,500.00 7,000.00
Expenses
5060101 160000 General Services Admin 730709 Fees - Per Diems (1,250.00) (2,500.00)
5060101 160000 General Services Admin 702110 Fees - Per Diems 4,750.00 9,500.00
Total Expenses 3,500.00 7,000.00
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
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 OCPR Pending Capital
Improvement Project Report. The Commission received and filed this report.
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, June 5, 2019 at the OCPR Administration Building
at 1 p.m.
• The next Executive Committee meeting will be held on Monday, May 13, 2019 at 1:00 p.m.
• As all the Commission members were not present a photograph of the Commission will be taken at the
June 5, 2019 OCPRC meeting.
• 2018 Annual Christmas Tree Recycling Program Report – approximately 3,000 trees were recycled from 11
park sites
• Rotary Park Mill Pond Dam report and update; meeting at Springfield Township May 22, 2019 @ 6:30 p.m.
• Report on PFAS testing of surface water in parks
• Upcoming events at the proposed ORV Park
• Ellis Barn Activity Use Report
• Red Oaks Nature Center and Park Clean up went very well and there were approximately 75 people attending
to help clean up the park
Status on Proposed ORV Park
There was a lot of concern from the Commission, especially those members on the ORV Committee, that they are not
receiving information on what is happening at the proposed ORV park. Events were held and meetings were held, and
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the Commission was not informed. A survey went out to the public requesting nominations for the name of the park.
OCPR Staff provided input to the MDNR on this but the Commission had no knowledge or notification that this was
happening. Some Commission members advised they are only receiving information on this topic through the public or
through the newspaper. The Commission also clarified the name of the proposed park will be decided upon by the
MDNR and the OCRP. There was also concern of who would be policing the park for the events being held. The
Commission advised staff they just want to be made aware of what is happening and kept current on the status of the
park.
Moved by Mr. Fowkes, supported by Mr. VanderVeen that all references by the OCPR Commission or any
members of the OCPR staff about the facility, including any signs that we approve, should make reference to
“Oakland County ORV Park”.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
The Commission requested staff to put the MDNR on notice about the place holder name for the proposed ORV Park.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability Work Group.
She thanked the Commission for their input on the proposed budget and advised staff will review capital equipment,
capital improvements projects and operations budgets to see what can be done to bring these items in line with the
current policy. Staff will also continue to evaluate other options for the Conference Centers. In addition, she advised
due to the weather golf revenues were down about $4,000 and expenses were also down as a result. At the meeting
in June staff will bring a report and recommendation on Waterford Oaks Waterpark.
She also reported on the current status of the shortage of lifeguards for the waterparks.
Activity Participation and Program Review
This item was postponed until the June 5, 2019 OCPRC Meeting.
Volunteers
The Commission received and filed the FY 2018 Volunteers Report submitted with the agenda.
Executive Committee Update
Chairman Fisher advised at the last OCPR Executive Committee meeting the Committee received an update from
Oakland County Human Resources Compensation Study on the change in positions; had a discussion on the
Waterford Oaks Greenhouse/Residential Lease; the capital improvement projects budget; budget goals; the millage
renewal process; and the Bailey House.
OLD BUSINESS
There was no old business to address.
NEW BUSINESS
Commissioner Kostin asked if the Upcoming Events report that appears in the agenda each month was shared with
the OC Board of Commissioners. He advised he felt there are a lot of good programs that OCPR coordinates and he
is concerned that more people don’t know about them.
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ADJOURNMENT:
Meeting adjourned at 2:55 p.m.
Gary McGillivray, Secretary Vicky Valko, Recording Secretary
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