HomeMy WebLinkAboutMinutes - 2019.07.10 - 39384Oakland County Parks and Recreation Commission
Regular Meeting
July 10, 2019
Chairman Fisher called the meeting to order at 1:03 p.m. in the Oakland County Parks and Recreation Springfield
Oaks Activity Center/Carousel 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:
None
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation
DJ Coffey, Groveland Oaks Park Supervisor
Mike Donnellon, Chief – Park Facilities Maint. & Development
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief – Park Operations & Maint. – N. District
Tom Hughes, Chief – Park Operations & Maint. - S. District
Karrie Jager, OCPR/Fiscal Services Supervisor
Jennifer Myers, Architectural Engineer III
Brenda Reyes-Mezza, OCPR/Fiscal Services Accountant II
Brandy Sotke-Boyd, Chief – Recreation Programs and Services
Desiree Stanfield, Supervisor – Marketing & Communications
OC Fiscal Services Jeff Phelps, Fiscal Services Coordinator
OC Facilities Mgmt. Paul Zachos, Property Management Specialist
OC Purchasing Andy Krumwiede, Buyer II
OC Corporation Counsel Jody Hall, Financial Attorney
Pete Menna, Litigator
AECOM Troy Naperala
Oakland Urban Growers Bruce Ellwanger
Springfield Township Laura Moreau, Township Clerk
Consumers Energy Noel Blazen
Rep. Elissa Sloktin’s Office Laura Murphy
Rowe, PSC Doug Schultz
Oakland County Resident Jeff Bodway
Blanche Barkin
David Miller
Nancy Strole
Karen & Luke Sturcher
Jean & Denny Vallad
Diana Walls
Melissa Zeluski
Marie Zettner
LC Scramlin, Oakland County Fair
Oakland County Fair Board General Manager LC Scramlin welcomed the Commission and introduced Oakland County
Fair Board President Loren Hotchkiss. Mr. Scramlin provided an update on the status of the 2019 OC Fair and
thanked the Commission for all the assistance and collaboration the Oakland County Fair Board has received from
Oakland County Parks and Recreation. He indicated without all the help and assistance from Oakland County Parks,
the Fair would not be the successful fair it has become over the last several years. Mr. Scramlin also informed the
Commission that he is extremely proud to have been nominated to be inducted into the 4H Fair National Hall of Fame.
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OCPR Commission Meeting
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APPROVAL OF AGENDA:
Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the minutes of the Oakland County Parks
and Recreation Commission Regular Meeting of June 5, 2019, with the following changes:
• Change the location of the meeting to the OCPR Administration Building Commission Meeting
Room.
• Proposed Amendments to Oakland Urban Growers Greenhouse and Residential Leases: The
last paragraph on page 4 change to:
At the May 1, 2019 OCPR Commission meeting the Commission approved a motion to move
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. Corporation Counsel informed the
Commission that once a lawsuit is started, OCPRC will lose the ability to negotiate or settle the
case.
• Conceptual Approval of: Proposed FY 2020-2022 OCPR Budget; FY 2020 Capital Equipment
Budget; FY 2020-2024 Capital Improvement Program and Maintenance Management Plans:
The paragraph before the motion on page 5 change to:
The Commission informed staff they will pass a motion to conceptually approve the proposed
FY 2020 OCPRC Budget with the understanding that by the time next year’s budget is
submitted that it will be in compliance with the policy for that year’s budget and the additional
two years as well. In the meantime, staff will immediately begin to take steps to identify how
the budget could be brought into compliance with the Commission Policy, and that periodic
reports would be made to the Commission on such steps.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
Nancy Strole, former Springfield Township Board member and former Township Clerk advised she is a strong
supporter of the recommendation to remove the Springfield Oaks Davisburg Dam and restore the Shiawassee River to
its natural course.
David Miller informed the Commission he is against the plan and believes the Historical Davisburg Dam should remain.
He indicated the cost of removal was far greater than the cost to repair and restore the historical structure. Mr. Miller
also advised that he is still waiting on an answer from Parks staff on an eco-friendly/natural fertilizer used at the golf
courses.
Laura Murphy, Oakland County Community Liaison from Representative Elissa Slotkin’s 8th District Office, introduced
herself to the Commission and advised her office is available to help wherever they can on a federal level, especially
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for possible grants with the proposed ORV park.
Melissa Zeluski, a local 4H Leader, discussed the natural habitat and mowing of grass near horse barn area at
Springfield Oaks County Park. She had concerns that if the grass is allowed to grow tall snakes may make it their
habitat, there could be safety concerns with the children and the horses. She requested OCPR staff to re-evaluate
their procedure and keep the children’s and horse’s safety in mind. Chairman Fisher suggested this matter be
discussed further under the Reports section of the meeting.
PRESENTATION:
Executive Officer Daniel Stencil introduced Recreation Program Supervisor Sandy Dorey who was honored with the
President’s Award from The Arc of Oakland County for her commitment to providing recreation to people of all abilities.
The Arc of Oakland County works through education, research and advocacy to improve the quality of life for children
and adults with cognitive, intellectual and developmental disabilities in every community and works to prevent both the
causes and effects of intellectual and other related developmental disabilities.
Ms. Dorey has established numerous adaptive recreation programs, served on various committees, partnered with
community organizations and assisted residents with finding the best services for their families.
COMMUNICATION:
Capital Improvement Expense Summary
Fiscal Services Coordinator Jeff Phelps presented the Capital Improvement Expense Summary. This report 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 Ms. Quarles to approve Items 10 A through 10 O under Consent
Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
05/31/19 (FM 08 FY 19)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 05/31/19
(FM 08 FY 19)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 05/31/19
(FM 08 FY 19)
D. Monthly Capital Equipment Report for Month Ending 05/31/19 (FM 08 FY 19)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
05/31/19 (FM 08 FY 19)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 05/31/19 (FM 08 FY 19)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 04/30/19 (FM 07 FY 19)
J. Monthly Food & Beverage Vendor Sales Reports 04/30/19 (FM 07 FY 19)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. Fiscal Note - Groveland Oaks Waterslide Demolition (General Approval)
2. Glen Oaks Conference Center Slate Roof Repair - General Approval
3. Springfield Oaks Pavement Maintenance
L. Approval of Oakland County 4-H Horse Council Donation
M. Brooksie Way Partnership Agreement
N. OCPR/OC International Airport Open House Partnership
O. Pending Capital Improvement Project Report
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AYES: Bagley, Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9
NAYS: Fowkes (1)
Motion carried.
REGULAR AGENDA:
Proposed ORV Park Design Update (Rowe Engineering)
Oakland County Parks and Recreation contracted with ROWE Professional Services to develop a design/site
development plan for Phase I of the Proposed ORV Park. The contract is being reimbursed by the MDNR from a
2016 ORV grant. Mr. Doug Schultz of ROWE Professional Services updated the Commission on the Proposed
ORV Park Design process and progress. Mr. Schultz provided information on Existing Conditions, Site Inventory
and Analysis, Concept Site Development Plan, Park Design, Park Plan Schedule and cost estimates. Mr. Schultz
advised he will come back and make a full report to the Commission at the October 2, 2019 OCPRC meeting.
The design report will be incorporated into the larger Park Plan being developed by staff. The park plan will also
contain information such as site history, community context, map sets, marketing plan and operations plan.
Proposed Amendments to Oakland Urban Growers Greenhouse and Residential Leases
Moved by Ms. LaFontaine, supported by Mr. Fowkes to approve beginning litigation regarding Oakland
Urban Growers breach of contract and non-payment of rent and utilities per their lease agreements at
Waterford Oaks Greenhouse and Residential property, and let OUG deal directly with Corporation
Counsel and the Oakland County Board of Commissioners to try to negotiate a settlement.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (9)
NAYS: (0)
ABSTAIN: VanderVeen (1)
Motion carried,
Request from Consumers Energy for Utility Easement Lyon Oaks - Old Plank Road
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the following resolution approving the
easement for Consumers Energy at Lyon Oaks County Park and to forward to the Oakland County Board of
Commissioners for final approval, and change the word pipelines to pipeline in the easement:
WHEREAS Consumers Energy approached Oakland County Parks and Recreation regarding an
easement at Lyon Oaks County Park to install a new gas line and provide service to area residents;
and
WHEREAS Oakland County Parks and Recreation provides easements to utility companies as
necessary to provide service to Oakland County residents; and
WHEREAS being located along the park boundary, the proposed easement is not expected to have
any negative impacts on residents use or enjoyment of Lyon Oaks County Park; and
WHEREAS the new gas line will be directionally bored and therefore will have minimum impact on
park property; and
WHEREAS the easement has been reviewed and approved by the Michigan Department of Natural
Resources and does not constitute a conversion of grant-funded property.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby request the Oakland County Board of Commissioners approve the attached easement for
Consumers Energy to provide gas service to residents of Oakland County.
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AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
2019 License Agreement with Waterford Oaks BMX Volunteer Association
Moved by Mr. Fowkes, supported by Ms. Quarles to approve the 2019 license agreement with the
W aterford Oaks BMX Volunteer Association for operation of the Waterford Oaks BMX concession
building.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Request for Additional FY 2019 Recreation Assistance Partnership Program (RAPP) Funding
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve an additional $15,000 funding for the OCPR
Recreation Assistance Partnership Program (RAPP) for FY 2019.
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:
Springfield Oaks – Mill Pond Dam Feasibility Study Recommendation (General Approval)
At the June 2019 OCPRC meeting AECOM made a presentation to the Commission on the 90% draft report for
the Davisburg Mill Pond Dam Feasibility Study. Since that time, the Springfield Township Board has completed
the Decision Matrix for the project and has recommended that the dam be removed and replaced with an open-
bottom culvert. AECOM representative Troy Naperla presented the Commission with the final report and the
recommendation from Springfield Township. Mr. Naperla also advised there may be grant opportunities available
for this project.
Moved by Mr. Kostin, supported by Mr. Nash to Conceptually approve the recommendation of the final
Davisburg Mill Pond Dam Feasibility Report which would include a tangible report for an engineering
proposal.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Groveland Oaks Groundwater Discharge Permit Administrative Consent Order (General Approval)
Moved by Mr. Fowkes, supported by Ms. LaFontaine to approve the General Administrative Consent
Order issued by Michigan Department of Environment, Great Lakes and Energy for Groveland Oaks Park
dated May 30,2019 and payment of the $500 fine as well as the $250 groundwater discharge permitting
fee, and authorize the Executive Officer to sign the document on behalf of the OCPR Commission.
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AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
ORV Park Operating Agreement Revision and Park Name Approval
Moved by Mr. McGillivray, supported by Ms. Bagley to approve the following resolution to approve the
Revised Operating Agreement between the County of Oakland and the Michigan Department of Natural
Resources for the operation of the proposed Holly Oaks ORV Park in Groveland Township and Holly
Township and forwarded it to the Oakland County Board of Commissioners for final approval:
WHEREAS it has been a long-term goal of the Michigan Department of Natural Resources (“MDNR”) to
provide a legal, off-road vehicle (ORV) riding area in Southeast Michigan: and
WHEREAS the MDNR seeks to partner with the Oakland County Parks and Recreation Commission
(“OPRC”) for the provision of an ORV Park in Oakland County; and
WHEREAS the mission of the OCPRC is to provide quality recreation experiences that encourage healthy
lifestyles, support economic prosperity, and promote the protection of natural resources; and
WHEREAS the creation of an ORV Park within Oakland County will provide residents and visitors with a safe,
legal place to ride ORVs within the County; and
WHEREAS Oakland County has the highest county percentage of ORV licenses sold in the state of Michigan;
and
WHEREAS two successful test events (the Dixie Gully Run) were completed by OCPRC and MDNR in 2014
demonstrating desire and need for an ORV Park within Oakland County; and
WHEREAS in 2015 the Michigan Natural Resources Trust Fund awarded the MDNR a $2.9 million grant to
secure property in Oakland County for the development of an ORV Park; and
WHEREAS on July 7, 2015 the Oakland County Planning and Building Committee authorized OCPRC to
negotiate a lease/operating agreement with the MDNR for the ORV Park; and
WHEREAS in 2017 the MDNR purchased 235 acres of sand and gravel mine property in Holly and Groveland
Townships for the express purpose of partnering with OCPRC to develop and operate an ORV Park; and
WHEREAS the property purchased by the MDNR would have had extremely limited uses due to past mining
activities on the property; and
WHEREAS on December 6, 2017, OCPRC approved the concept of a partnership with the MDNR for the ORV
Park and the creation of a Steering Committee comprised of MDNR staff and OCPRC Commissioners and
staff to develop an Operating Agreement for the ORV Park; and
WHEREAS the Steering Committee has negotiated the attached revised Operating Agreement and
recommends its approval and execution; and
WHEREAS the MDNR will own the property and OCPRC will operate the ORV Park according to the attached
revised Operating Agreement; and
WHEREAS the revised Operating Agreement is for a 20-year term, with a 10-year extension; and
WHEREAS the MDNR and OCPRC have a collaborative, long-standing relationship working together on a
variety of parks, natural resources, and recreation issues; and
WHEREAS it is proposed to transfer one (1) Proprietary (PR) funded Full-time Eligible (FTE) Assistant Park
Supervisor position (#5060720-12069) from Groveland Oaks to the newly created ORV Park (#5060722); and
WHEREAS it is proposed to create the following PR funded part-time non-eligible (PTNE) positions at 1,000
hours per year: one (1) Parks Maintenance Aide position, nine (9) Parks Helper positions and three (3)
Seasonal Program Specialist positions within the newly created unit (#5060722); and
WHEREAS it is proposed to create one (1) PR funded full-time eligible (FTE) Grounds Equipment Mechanic
position within the newly created unit (#5060722); and
W HEREAS one (1) new GMC Sierra 2500 be added to the County fleet for the operational use at the ORV
Park.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby
requests the Oakland County Board of Commissioners approve the attached revised Operating Agreement
with the Michigan Department of Natural Resources.
BE IT FURTHER RESOLVED that OCPRC recommends the transfer of one (1) PR funded FTE Assistant
Park Supervisor (#5060720-12069) to the ORV Park (#5060722).
BE IT FURTHER RESOLVED that OCPRC recommends the creation of the following PR funded PTNE
positions at the ORV Park (#5060722):
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Classification Number of Positions Hours per year each
Parks Maintenance Aide 1 1,000
Parks Helper 9 1,000
Seasonal Program Specialist 3 1,000
BE IT FURTHER RESOLVED that OCPRC recommends the creation of one (1) PR Funded FTE Grounds
Equipment Mechanic position at the ORV Park (#5060722).
BE IT FURTHER RESOLVED that OCPRC recommends one (1) new GMC Sierra 2500 be added to the
County fleet for operational use at the ORV Park.
BE IT FURTHER RESOLVED that OCPRC recommends a new cost center (#5060722) titled Off-Road
Vehicle Park be created within the Parks and Recreation fund (#50800) for budgeting and accounting
purposes.
BE IT FURTHER RESOLVED the following budget amendment is recommended for FY2020.
MOTOR POOL FUND (#66100) FY2020
Revenues
1030811-184010-695500-50800 Transfers In $35,000
Total Revenues $35,000
Expenses
1030811-184010-796500 Budget Equity Adjustment $35,000
Total Expenses $35,000
PARKS AND RECREATION FUND (#50800) FY2020
Revenues
5060722-160210-630700 Fees Day Use $381,000
5060722-160210-631925 Rental Facilities 10,000
5060722-160210-632023 Sales 2,625
5060722-160210-632135 Special Contracts 25,000
5060722-160210-650305 Sponsorships 10,000
5060722-160210-650105 Contributions - State Grants 30,000
5060666-160666-665882 Planned Use of Balance 204,940
Total Revenues $663,565
Expenses
5060722-160210-702010 Salaries Regular $248,058
5060722-160210-722740 Fringe Benefits 61,466
5060722-160210-712020 Overtime 2,500
5060722-160210-730198 Building Maintenance Charges 6,500
5060722-160210-730247 Charge Card Fee 3,000
5060722-160210-730562 Electrical Service 1,500
5060722-160210-730646 Equipment Maintenance 5,000
5060722-160210-730653 Equipment Rental 11,000
5060722-160210-730786 Garbage and Rubbish Disposal 800
5060722-160210-730814 Grounds Maintenance 89,000
5060722-160210-731115 Licenses and Permits 1,000
5060722-160210-731241 Miscellaneous 8,500
5060722-160210-731269 Natural Gas 500
5060722-160210-731388 Printing 5,000
5060722-160210-731500 Public Information 9,050
5060722-160210-731626 Rent 54,000
5060722-160210-731689 Security Expense 36,808
5060722-160210-732018 Travel and Conference 1,000
5060722-160210-750063 Custodial Supplies 3,000
5060722-160210-750154 Expendable Equipment 9,000
5060722-160210-750399 Office Supplies 500
5060722-160210-750504 Small Tools 20,716
5060722-160210-750511 Special Event Supplies 1,500
5060722-160210-750581 Uniforms 1,000
5060722-160210-761042 Depreciation Park Improvements 14,667
5060722-160210-774363 Info Tech Operations 4,820
5060722-160210-774677 Insurance Fund 15,000
5060722-160210-776659 Motor Pool Fuel Charges 2,000
5060722-160210-776661 Motor Pool 35,000
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5060722-160210-778675 Telephone Communications 1,680
Total Expenses $663,565
BE IT FURTHER RESOLVED that the FY2021 and FY2022 budget will be developed during the FY2020-
FY2022 County Executive budget process.
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
• Update on OCPR Natural Resources Management and proposed managed goose hunt at Lyon Oaks
County Park
• Springfield Oaks Park Horse Arena area mowing standards and procedures, site management and safety
issues
• The August 7, 2019 OCPRC meeting will be held at the OCPR Administration Building
• The next Executive Committee Meeting will be held on Monday, July 15, 2019 at 1:00 p.m.
• July is National Parks and Recreation Month
• Staff recommendation on discontinuing fireworks at Addison Oaks Park starting in 2020 due to costs and
competition of fireworks displays in surrounding area
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability Work Group.
The topics that were recently addressed included:
• The Capital Improvement Projects and Maintenance Management Projects
• The impact of the CIP’s and MM’s on the Unrestricted Net Position
• Collaboration with OC Economic Development on the evaluation of golf courses and conference centers
• Long range budget and evaluation with OC Fiscal Services Division
• Evaluation of Fees and Charges and prioritization of programs and events
Ms. Wells thanked and commended the OCPR staff for all their efforts at the parks leading up to the 4th of July
holiday.
Moved by Mr. Nash, supported by Mr. Kostin to thank OCPR staff for the excellent service and dedicated
hard work especially during the 4th of July holiday.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Activity Participation and Program Review
Chief of Park Operations and Maintenance-North District Jim Dunleavy, Chief of Park Operations and Maintenance-
South District Tom Hughes, Chief of Recreation Programs and Services Brandy Sotke-Boyd, and Supervisor -
Marketing and Communications Desiree Stanfield provided an update on the OCPR parks, facilities, events, programs
and associated social media.
The Commission asked if more of the OCPR programs and events could be placed on the OCPR website to make
more Oakland County residents aware of what OCPR has to offer.
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Proposed ORV Park Update
The MDNR and OCPR scheduled a VIP Preview and Media Day Event on July 18, 2019 at 4:00 p.m. at the site of
the Holly Oaks ORV Park, by invitation only.
The Commission received and filed the update report on the Holly Oaks ORV Park development.
Executive Committee Update
Chairman Fisher advised the topics discussed at the last Executive Committee meeting were already discussed
earlier in the meeting.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 3:14 p.m.
Gary McGillivray, Secretary Vicky Valko, Recording Secretary
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