Loading...
HomeMy WebLinkAboutMinutes - 2019.08.07 - 39385Oakland County Parks and Recreation Commission Regular Meeting August 7, 2019 Chairman Fisher called the meeting to order at 1:02 p.m . in the Oakland County Parks and Recreation Administration Building Commission Meeting Room. A moment of silence was observed in honor of Oakland County Executive L. Brooks Patterson who passed away on August 3, 2019. 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 Phil Castonia, Chief – 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 Jennifer Myers, Architectural Engineer III Melissa Prowse, Supervisor of Planning Brandy Sotke-Boyd, Chief – Recreation Programs and Services Desiree Stanfield, Supervisor – Marketing & Communications OC Fiscal Services Jeff Phelps, Fiscal Services Coordinator OC Purchasing Andy Krumwiede, Buyer II OC Fair LC Scramlin, General Manager Frank Rewold & Sons Jason Rewold SEMCOG Tyler Klifman Chairman Fisher asked for a moment of silence in memory of Oakland County Executive L. Brooks Patterson who passed away on Saturday, August 3, 2019. APPROVAL OF AGENDA: Moved by Mr. VanderVeen, supported by Mr. Fowkes to approve the agenda as submitted. AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Kostin to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of July 10, 2019, as submitted. AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 8 OCPR Commission Meeting August 7, 2019 Page 2 PUBLIC COMMENTS: Oakland County Fair: Oakland County Fair Board General Manager LC Scramlin provided an update on the status of the 2019 Oakland County Fair which was held at Springfield Oaks County Park from July 5-14, 2019. He thanked the Commission for all the assistance and collaboration the Oakland County Fair Board has received from Oakland County Parks and Recreation over the last several years. It helped in making the Fair a huge success again this year. In addition, Mr. Scramlin advised the Michigan State Fair will be held August 29 – September 2, 2019 at Suburban Collection Showplace in Novi. Thursday, August 29th will be Senior Day and OCPR is one of the sponsors for the event. Staff Recognition: Commissioner VanderVeen thanked the OCPR staff and expressed his appreciation for the assistance provided during the service/public viewing for the late Oakland County Executive L. Brooks Patterson, which was held on Tuesday, August 6, 2019 at the Conference Center of the L. Brooks Patterson Building. Their dedication and assistance aided in providing Oakland County employees and members of the public the opportunity to pay their last respects to County Executive Patterson. 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 Mr. Fowkes, supported by Mr. VanderVeen to approve Items 8 A through 8 M under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 06/30/19 (FM 09 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 06/30/19 (FM 09 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 06/30/19 (FM 09 FY 19) D. Monthly Capital Equipment Report for Month Ending 06/30/19 (FM 09 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 06/30/19 (FM 09 FY 19) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 06/30/19 (FM 09 FY 19) G. CIP Approval Schedule Update H. Maintenance Management Plan Budget I. Monthly Purchasing Reports for Month Ending 05/31/19 (FM 08 FY 19) J. Monthly Food & Beverage Vendor Sales Reports 05/31/19 (FM 08 FY 19) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. CIP/Maintenance Project Approvals: 1. Springfield Oaks Golf Course Culvert Replacement #10 2. Addison Oaks Gravel Parking Lot Regrading L. Red Oaks Waterpark Parking Lot Holiday Light Show Agreement M. Pending Capital Improvement Project Report AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 9 OCPR Commission Meeting August 7, 2019 Page 3 REGULAR AGENDA: Presentation from SEMCOG on Southeast Michigan Parks and Recreation Plan Tyler Klifman, SEMCOG Planner for Economic and Community Vitality, made a brief presentation on the SEMCOG Parks and Recreation Plan for Southeast Michigan. This Plan was developed to ensure that the region’s recreation system meets the quality of life, health, and accessibility needs of its residents and visitors, as well as local and regional economic development and environmental priorities. It was financed in part through grants from the Michigan Department of Transportation, the U.S. Department of Transportation’s Federal Highway Administration and Federal Transit Administration, the Michigan Department of Natural Resources, and with the assistance of the U.S. Environmental Protection Agency, the Michigan Department of Technology, Management and Budget, and local SEMCOG membership contributions. The plan contains three main components: Southeast Michigan’s Recreation System - an overview of regional stakeholders and needs; Southeast Michigan Park Facts - regional benchmarks and a summary of findings from SEMCOG’s Access to Parks analysis; and Regional Policies and Actions for Implementation - an overview of each policy area. OCPR staff are members of the SEMCOG Parks and Recreation Task Force, which provided input into developing the plan. Recommendation on 2020 Annual Vehicle Permit Fees Moved by Mr. Fowkes, supported by Mr. Nash to approve the proposed fees for the OCPR Resident Annual Motor Vehicle, Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle, and Second Vehicle Discount Annual Motor Vehicle passes and non-resident Annual Vehicle Passes, as listed below and maintaining the current rates for FY2020 that were levied in FY 2019: Type of Permit Current Fee Proposed Fees Revenue FY 2017 Revenue FY 2018 Revenue FY 2019 to Date Daily Motor Vehicle Permit Fees ALL Parks Resident Discount $ 5/car/day $ 5/car/day $151,410 $171,826 $68,520 Regular (Non-Resident) $12/car/day $12/car/day $62,353 $56,430 $15,830 Sr. Citizen/Adaptive/Military $ 4/car/day $ 4/car/day $11,436 $11,758 $2,692 Annual Motor Vehicle Permit ALL Parks Resident Discount $30 $30 $255,837 $234,221 $173,160 2nd Vehicle Discount (Resident) $15 $15 $11,973 $17,152 $14,175 Regular (Non-Resident) $48 $48 $17,472 $16,032 $12,240 2nd Vehicle Discount (Non-Resident) $38 $38 $224 $380 $380 Sr. Citizen/Adaptive/Military (Resident) $22 $22 $42,547 $52,862 $45,762 2nd Vehicle Discount (Sr. Resident/Adaptive/Military) $11 $11 $0 $1,595 $5,984 Sr. Citizen/Adaptive/Military (Non-Resident) $32 $32 $5,680 $4,382 $3,008 2nd Vehicle Discount Sr. Non-Resident/ Adaptive/Military) $25 $25 $0 $25 $175 Joint Parks Perks Pass ALL Parks * $59 $59 $108,351 $123,579 $113,634 Off-site Vehicle Permit Sales ALL Permit Types $63,591 $54,063 $26,172 10 OCPR Commission Meeting August 7, 2019 Page 4 AYES: Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Natural Resources - Lyon Oaks Hunting Revisions (General Approval) High Canada Goose populations result in droppings that pose aesthetic concerns and human health risks which may result in lost revenue though the reduction in golf course use and beach closures. Despite multi-pronged non-lethal management efforts, Oakland County Parks has not been able to control goose numbers and contain associated impacts to a desired management level. Moved by Mr. Fowkes, supported by Ms. LaFontaine to approve the use of firearms at Lyon Oaks County Park to facilitate the implementation of a managed goose hunt of nuisance Canada Goose populations in September 2019. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. CIP/Maintenance Project Approvals: Springfield Oaks – Water Quality Improvements (Construction Approval) Moved by Mr. Fowkes, supported by Ms. Quarles to approve awarding a contract to Frank Rewold and Sons Inc. of Rochester, MI for Springfield Oaks – Water Quality Improvements for a not to exceed amount of $741,119 as outlined in Attachment A – Award Recommendation for a total project cost of $830,558 as follows: Frank Rewold and Sons Inc. (Annual Contract) $741,119 Design – Hubbell, Roth & Clark. Inc. (Annual Contract) $63,500 Owner Contingency 3.5% $25,939 Total Project Costs $830,558 And, move to approve an additional $238,858 from Unrestricted Net Position, for total Unrestricted Net Position funding of $388,033 for CIP#2532 SAC Water Quality Improvements. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Fisher advised he visited the trail at Independence Oaks and advised staff did an outstanding job and it looks very nice. Springfield Oaks Golf Course Irrigation-Phase II B (Construction Approval - FY 2020) Chairman Fisher asked if this project was already included in the budget and staff advised that it was and also that no funds will come out of Unrestricted Net Position. Moved by Mr. Fowkes, supported by Mr. McGillivray to approve proceeding with the award and installation of the Springfield Oaks Golf Course Irrigation system upgrades as follows: 11 OCPR Commission Meeting August 7, 2019 Page 5 Item Description Budget Amount Irrigation Contractor - Public Bid Award: Thielen Turf Irrigation, (Mt. Pleasant, MI) $92,755 Design Irrigation Consultant – Annual Contract $ 5,750 10% Construction Contingency $ 9,275 Project Total: $107,780 AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Assignment of Logo for Dixie Byway Logo to Holly Area Chamber of Commerce In 2015 as part of artwork development for the Dixie Gully Run ORV events, Oakland County Parks and Recreation (OCPR) asked Moreau Creative, a graphic design firm, to develop a series of logo concepts for the Dixie Byway, the historic Dixie Highway Corridor that runs through Oakland County. This is something that Oakland County Parks and Recreation has been discussing with Oakland County Economic Development and Community Affairs (EDCA) for many years, in conjunction with the ORV Park Plan, Groveland Township’s Master Plan, and the Main Street Oakland County program. While OCPR had some initial design concepts created, none was ever chosen as a final design, nor were they ever used in any way by OCPR. The Holly Area Chamber of Commerce is interested in promoting the Dixie Byway as a recreational corridor and heritage route within Oakland County and would like to purchase the logo concept to use in their promotional efforts. Staff recommended the OCPR Commission and the Oakland County Board of Commissioners approve the proposed “Assignment of Logo” agreement for One Dollar ($1.00) to provide one of the logo concepts- the “Dixie Byway Logo,” to the Holly Area Chamber of Commerce for its use in promoting the Dixie Byway as a recreation corridor and heritage route. OCPR would continue to support this effort along with the Dixie Highway communities and EDCA, but it will be led by the Holly Area Chamber of Commerce. Moved by Mr. VanderVeen, supported by Mr. Nash to approve the following resolution approving the Assignment of Logo to the Holly Area Chamber of Commerce for the Dixie Byway logo and forward it to the OC Board of Commissioners for final approval: WHEREAS in 2015 Oakland County Parks and Recreation (OCPR) hired Moreau Creative to create logo designs for the Dixie Byway and the Dixie Gully Run ORV events; and WHEREAS several design concepts were created for the Dixie Byway but were never brought to full design or used for any OCPR or other county business; and WHEREAS the Holly Area Chamber of Commerce is interested in promoting the Dixie Byway as a recreational corridor and heritage route within Oakland County; and WHEREAS Groveland Oaks County Park and Holly Oaks ORV Park are both located along the Dixie Byway; and WHEREAS the Holly Area Chamber of Commerce has requested the use of one of the Dixie Byway logo designs created by Moreau Creative through a contract with Oakland County in 2015: and WHEREAS OCPR has no intended use for the Dixie Byway logo and agrees that the Holly Area Chamber of Commerce would be the best entity to promote the Dixie Byway within Oakland County. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners approve the attached Assignment of 12 OCPR Commission Meeting August 7, 2019 Page 6 Logo to sell and assign all right and interest in the attached Dixie Byway logo to the Holly Area Chamber of Commerce. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Updated FY2020-FY2024 CIP/MMP Project List (Conceptual Approval) The Commission conceptually approved FY2020 funding the CIP at $1,834,000 (Net Position funding) and the MMP (Operating funding) at $1,142,500 for a total amount of $2,976,450, while meeting the Commission Unrestricted Net Position Policy for FY2020. This approval also included an adjusted CIP budgetary goal of $1,500,000 and an MMP budgetary goal of $1,142,500 annually for FY2021-FY2024, requiring an adjustment in both funded and forecasted project lists to meet these goals. Staff submitted a list of adjusted projects including an adjustment in the proposed FY2020 funded projects as follows: • Addison Oaks Conference Center - Electrical Improvements (Preliminary Budget $150,000) o Scope: Upgrade existing 1990s-installed noncompliant electrical supply and generator to meet all applicable codes and regulations. o Need: Arc Flash Compliance project conducted in May 2019 by contracted electrical engineer identified non-compliance of electrical supply and generator and recommended improvements. • Springfield Oaks – Mill Pond Dam Restoration – Design/Engineering (Preliminary Budget $110,000) o FY2020 OCPRC estimated investment $61,000 o FY2020 Springfield Township Investment $49,000 FY2020 Proposed Funding Summary • CIP Total $2,033,000 • MMP Total $1,054,450 It is estimated these adjustments will meet the Commission’s Unrestricted Net Position Policy for FY2020 in the amount of $1,441,678 above policy. Staff is currently compiling the FY2020–FY2024 CIP and MMP in preparation for September 4, 2019 Commission approval and will continue to adjust the overall OCPRC forecasted Operation and CIP Budgets to meet the Unrestricted Net Position Policy Moved by Mr. Fowkes, supported by Ms. LaFontaine to conceptually approve funding for the FY2020 Capital Improvement Program in the amount of $2,033,000, and the Maintenance Management Plan in the amount of $1,054,450. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Request for FY 2019 Capital Equipment Purchase - 3 Toro Greens Mowers Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the purchase of two (2) Toro 3150 Greens Mowers for Glen Oaks Golf Course and one (1) Toro Greens Mower for Springfield Oaks Golf Course from 13 OCPR Commission Meeting August 7, 2019 Page 7 Spartan Distributors of Auburn Hills, MI, in the total amount of $93,844.71 utilizing funds originally budgeted for the Show Truck purchase in the FY 2019 Capital Equipment Budget. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Updated FY 2020 Capital Equipment Purchases (Conceptual Approval) Moved by Mr. VanderVeen, supported by Mr. Fowkes to conceptually approve the Updated FY2020 Proposed Capital Equipment List as presented. EXISTING EQUIPMENT PROPOSED EQUIPMENT ESTIMATED COST Addison Oaks Park ADD Club Car Golf Carts Maintenance Utility Carts (2) $ 15,000 Addison Oaks Park ADD Buffalo Turbine Blower Turbine Blower $ 6,000 Facilities Maintenance FM Trailer Heavy Equipment Trailer $ 25,000 Groveland Oaks Park GRV Kubota RTV Utility Vehicle $ 18,000 Groveland Oaks Park GRV Hustler Zero Turn Mower Zero Turn Mower $ 14,000 Independence Oaks IND Kubota RTV Utility Vehicle $ 21,000 Independence Oaks IND Resue Boat Rescue Boat w/ Trailer $ 23,000 Lyon Oaks Golf Course LYP John Deere Gator Utility Vehicle w/ cab $ 20,000 Orion Oaks ORN Exmark Zero Turn Mower Zero Turn Mower $ 17,000 Recreation Section REC Trailer Trailer $ 11,000 Recreation Section REC (2009) GMC 8500 Show Truck Show Truck $ 96,000 Red Oaks Golf Course RDG Jacobsen Greensmower Greensmower $ 31,000 Red Oaks Golf Course RDG -Turbine Blower $ 6,000 Springfield Oaks Golf Course SPG Cushman Utility Vehicle Utility Vehicle $ 11,000 Waterford Oaks Park WTR Kubota RTV Utility Vehicle $ 19,000 White Lake Oaks Golf Course WLG Toro Fairway Mower Fairway Mower $ 58,000 $ 391,000 Capital Equipment FY 2020 BUDGET CENTER TOTAL AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. Revised 2019 Arts Beats & Eats Sponsorship Agreement At the May 1, 2019 OCPR Commission meeting the Commission approved the 2019 Arts Beats & Eats (ABE) Festival Sponsorship Agreement, however the agreement was not reviewed by Corporation Counsel before it was presented to and approved by the Commission. Corporation Counsel reviewed the agreement and made a few revisions to the original agreement. The sections that have been modified in the agreement relate to indemnification and insurance requirements, and ABE also uses the OCPR service mark but does not have a license agreement. 14 OCPR Commission Meeting August 7, 2019 Page 8 Moved by Ms. LaFontaine, supported by Mr. Nash to approve the revised 2019 Arts Beats & Eats Festival Sponsorship Agreement, as recommended by Oakland County Corporation Counsel. AYES: Fisher, Fowkes, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (7) 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: • Quarterly report on the Strategic Action Plan • Update on PFAS (perfluoroalkyl and polyfluoroalkyl substances) • Thank you note from participant of the OCPR Grandparents Raising Grandchildren Event • Media and Marketing Update • Oakland Urban Growers hearing – Judge granted a 60-day discovery period. The approximate amount Oakland Urban Growers would owe for the Waterford Oaks Greenhouse and residential property at the end of October is estimated at $112,000 • Bailey house update will be presented at September OCPRC meeting • Oxford Township passed its Parks and Recreation millage by 62% • Approval process for ORV Park agreement by OC BOC Committees. • Report from OCPR staff and Frank Rewold & Sons representative on Groveland Oaks Campground utilities construction project Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells advised the Fiscal Sustainability Work Group meeting originally scheduled earlier in the day was canceled due to the OCPR FY 2020 Budget hearings with the OC BOC Finance Committee. She informed the Commission the work group would provide recommendations they have been working on to the Commission at the September OCPR Commission meeting; provided an update on the status of the revenues and the impact on the revenues due to the weather; and advised that meetings have been scheduled with staff at OC Fiscal Services staff and OC Economic Development to assist in the evaluation of future uses of OCPR facilities. 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, and Chief of Recreation Programs and Services Brandy Sotke-Boyd provided an update on the OCPR parks, facilities, events, and programs. Natural Resources Management Presentation Sarah Cook-Maylen gave a presentation on the Natural Resource Management unit programs and activities within the OCPR park system related to natural areas stewardship, freshwater stewardship, forestry, wildlife management, stormwater management, horticulture and data integration. Holly Oaks ORV Park Update – Written Staff provided an update on the status of the design/development and upcoming events to be held at Holly Oaks ORV Park. In addition to what was included in the written report, staff advised Magna Power Train will be holding a photo shoot and a demonstration of their products at the park on August 13, 19, 27 and 28, 2019. 15 OCPR Commission Meeting August 7, 2019 Page 9 Executive Committee Update Chairman Fisher advised there was no new information to report from the OCPRC Executive Committee. OLD BUSINESS There was no old business to report. NEW BUSINESS There was no new business to report. ADJOURNMENT: Meeting adjourned at 2:35 p.m. Gary McGillivray, Secretary Vicky Valko, Recording Secretary 16