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HomeMy WebLinkAboutMinutes - 2019.09.04 - 39386Oakland County Parks and Recreation Commission Regular Meeting September 4, 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. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary Gary McGillivray, Executive Committee Member Christine Long, Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles COMMISSION MEMBERS ABSENT WITH NOTICE: Ebony Bagley, Ron Fowkes ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Levi Brindley, Groundskeeper II Phil Castonia, Chief – Business Operations Mike Donnellon, Chief – Park Facilities Maint. & Development Jim Dunleavy, Chief – Park Operations & Maint. – N. District Garrett Ebbeling, Graphic Designer Tom Hughes, Chief – Park Operations & Maint. - S. District Karrie Jager, OCPR/Fiscal Services Supervisor 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 Oakland County Sheriff’s Office Christopher Yon, Deputy II APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Ms. LaFontaine to approve the agenda as submitted. AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Ms. Quarles to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of August 4, 2019, with the following change: Delete the following paragraph on page 1, as it appears twice: 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. AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. 7 OCPR Commission Meeting September 4, 2019 Page 2 PUBLIC COMMENTS: Manager of Parks and Recreation Operations Sue Wells informed the Commission that Executive Officer Daniel Stencil has been accepted into the National Recreation and Park Association’s American Academy for Parks and Recreation Administration. This organization is made up of professionals with more than 15 years of high-level administration experience in parks and recreation. The Commission congratulated Mr. Stencil on this very impressive recognition. Staff Recognition Supervisor-Marketing and Communications Desiree Stanfield introduced Garrett Ebbeling, OCPR’s Graphic Designer, and presented him with an American Inhouse Design Award from Graphic Design USA, a New York City-based national design publication, from the 56th annual competition. Garrett was recognized for wayfinding signage at Addison Oaks County Park. He has also designed the wayfinding signage system that will soon be implemented at Independence Oaks County Park. Garrett has been with OCPR four years. Staff Introduction Chief of Park Operations-South District Thomas Hughes introduced Levi Brindley who was recently hired as the Groundskeeper II at White Lake Oaks. Levi will be responsible for assisting with the grounds maintenance of W hite Lake Oaks Golf Course and Conference Center and will also be responsible for tree maintenance, building repairs and all aspects of winter operations throughout the park. He brings more than nine years’ experience in golf and turf maintenance and has a Certificate in Turfgrass Management from Ohio State University. Levi’s education and diverse work experience will be an asset to White Lake Oaks and Oakland County Parks. 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 Mr. Nash to approve Items 9 A through 9 O under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 07/31/19 (FM 10 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 07/31/19 (FM 10 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 07/31/19 (FM 10 FY 19) D. Monthly Capital Equipment Report for Month Ending 07/31/19 (FM 10 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 07/31/19 (FM 10 FY 19) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 07/31/19 (FM 10 FY 19) G. CIP Approval Schedule Update H. Maintenance Management Plan Budget I. Monthly Purchasing Reports for Month Ending 06/30/19 (FM 09 FY 19) J. Monthly Food & Beverage Vendor Sales Reports 06/30/19 (FM 09 FY 19) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management 8 OCPR Commission Meeting September 4, 2019 Page 3 K. FY 2019 Fiscal Services 3rd Quarter Financial Forecast L. FY 2019 3rd Quarter Facilities Maintenance Budget Amendments M. FY 2019 3rd Quarter Contributions Report N. FY 2019 3rd Quarter Sponsorship Report O. Pending Capital Improvement Project Report AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Proposed OCPR FY 2020 Budget Amendment Moved by Mrs. Long, supported by Mr. Kostin to approve the proposed FY2020 budget amendment reducing the County Executive Recommended Parks and Recreation budget from $28,604,943 to $27,840,452, a reduction of ($764,491). AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. Proposed OCPR FY 2020-2022 Budget: 1. Approval of Proposed OCPR FY 2020-2022 Operating Budget Moved by Mr. Nash, supported by Mrs. Long to approve the Fiscal Year 2020-2022 Oakland County Parks and Recreation Proposed Operating Budget and adopt the Fiscal Year 2020 General Appropriations Act resolution balancing total appropriations with available resources in the amount of $27,840,452: WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the By-Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer’s Fiscal Year 2020 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer’s Fiscal Year 2020 Budget Recommendation as shown on the attached line-item budget report, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2019; and WHEREAS supplemental summaries and data contained herein are for informational purposes only and are not part of the General Appropriations Act for Fiscal Year 2020. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2020 General Appropriations Act balancing total appropriations with available resources at $27,840,452. BE IT FURTHER RESOLVED that as stated in the Commission By-Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. 9 OCPR Commission Meeting September 4, 2019 Page 4 AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. 2. Approval of Proposed OCPR FY2020-FY 2024 Capital Improvement Program & Proposed OCPR FY 2020- 2024 Maintenance Management Projects Plan (Conceptual Approval) Moved by Mr. Nash, supported by Mrs. Long to fund the OCPR FY2020 Capital Improvement Program and Maintenance Management Plan Projects in the amounts of $2,033,000 and $1,054,450 respectively, for a total amount of $3,087,450; and receive and file the OCPR FY2021 – FY2024 Capital Improvement Program and Maintenance Management Plan project forecast for planning and budgeting purposes. AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. 3. Approval of Proposed OCPR FY2020 Capital Equipment Budget Moved by Mr. Nash, supported by Mrs. Long to approve the OCPR FY 2020 Capital Equipment Plan Budget in the amount of $391,000, as listed below: EXISTING EQUIPMENT PROPOSED EQUIPMENT ESTIMATED COST Addison Oaks Park ADD Club Car Golf Carts Mai ntenance 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 LYG 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 10 OCPR Commission Meeting September 4, 2019 Page 5 AYES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. Countywide Survey Request for Proposal (RFP) No action was taken on this item at this time. Substitution of OCPR Vehicle Permits at Red Oaks Nature Center Moved by Mr. McGillivray, supported by Mr. Kostin to approve substituting the OCPR vehicle pass requirement at Red Oaks Nature Center in lieu of the City of Madison Heights being responsible for the maintenance of the roadway on Hales Street from Winthrop Drive to the Nature Center gate entrance, with staff bringing back an amended Lease Agreement with the City of Madison Heights at a future Commission meeting. YES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. Oakland County Farmers Market Promotional Bag Sponsorship Agreements Moved by Mr. Nash, supported by Ms. LaFontaine to approve the following Sponsorship Agreements for Oakland County Farmers Market recyclable shopping bags: 1. Prielipp Farms $500 2. Penzien Produce $500 3. Red Wood Grill $500 4. Clarkston Farms $200 5. Julie’s Floral Design $200 6. Forever Summer Natural Soaps $200 YES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. Revised Red Oaks Waterpark Parking Lot Holiday Light Show Agreement Moved by Mr. McGillivray, supported by Mrs. Long to approve the revised license agreement with All Community Events of Lake Zurich, Illinois for a Holiday Light Show at Red Oaks Waterpark from October 20, 2019 through January 31, 2020. YES: Fisher, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, (7) NAYS: (0) Motion carried on a unanimous voice vote. 11 OCPR Commission Meeting September 4, 2019 Page 6 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: • Next OCPR Commission meeting is Wednesday, October 2, 2019 and the next Executive Committee meeting is Monday, September 16, 2019 • Update on the Bailey House • Scheduled Road Commission for Oakland County road construction on Sashabaw Road near Independence Oaks County Park entrance in spring of 2020 • OCPR’s sponsorship of Michigan State Fair Senior Day • Veteran’s Day – November 11, 2019 will be the last day of golf at Oakland County Golf Courses • Managed Youth Hunt for Canada Goose at Lyon Oaks is scheduled for Sunday, September 8, 2019 • Update on status of Oakland Urban Growers litigation • Status of Groveland Oaks County Park sanitary sewer construction project Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells welcomed Commissioner LaFontaine who was recently appointed to the Fiscal Sustainability Committee and attended her first committee meeting. She commended staff for all the hard work that was done to be able to accommodate the budget amendment for the FY 2020 Budget and to bring it into compliance with the Commission’s policy. Ms. Wells also reported on the status of the revenues and the impact on the revenues due to the weather; update on the conference centers; the condition of the Springfield Oaks Club House and the need for additional repairs; possible future plans for Waterford Oaks Waterpark; and an update on the staffing, revenues and expenses at both Waterford Oaks and Red Oaks waterparks. Oakland County Fair Report No action was taken on this item. 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. Holly Oaks ORV Park Update Staff provided an update on the status and the projected timeline for the design and development of Holly Oaks ORV Park. In addition to what was included in the written report, staff advised the Detroit 4Fest event will be held at the park on September 14, 2019 from 10 a.m. to 5 p.m. Executive Committee Update Chairman Fisher advised there was no new information to report from the OCPRC Executive Committee. 12 OCPR Commission Meeting September 4, 2019 Page 7 OLD BUSINESS There was no old business to report. NEW BUSINESS There was no new business to report. ADJOURNMENT: Meeting adjourned at 2:14 p.m. Gary McGillivray, Secretary Vicky Valko, Recording Secretary 13