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Home My WebLink AboutMinutes - 2019.10.02 - 39387Oakland County Parks and Recreation Commission Regular Meeting October 2, 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, Ebony Bagley, Ron Fowkes, Robert Kostin, Andrea LaFontaine, Nancy Quarles COMMISSION MEMBERS ABSENT WITH NOTICE: Executive Committee Member Christine Long, Jim Nash 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 Jennifer Myers, Architectural Engineer II Melissa Prowse, Supervisor of Planning Brandy Sotke-Boyd, Chief – Recreation Programs and Services Desiree Stanfield, Supervisor – Marketing & Communications OC Fiscal Services Renee Collins-Curtis, OCPR/Fiscal Services Account Clerk II Karrie Jager, OCPR/Fiscal Services Supervisor Jeff Phelps, Fiscal Services Coordinator Brenda Reyes-Mezza, OCPR/Fiscal Services Accountant II OC Purchasing Andy Krumwiede, Buyer II OC Sheriff’s Office Lt. Todd Hill APPROVAL OF AGENDA: Moved by Ms. Quarles, supported by Mr. VanderVeen to approve the agenda as submitted. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, 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 September 4, 2019, as submitted. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 8 OCPR Commission Meeting October 2, 2019 Page 2 PUBLIC COMMENTS: There were no comments from the public. PRESENTATION: New OCPR Promotional Video Supervisor-Marketing and Communications Desiree Stanfield presented a new updated video for the Commission to preview showcasing OCPR system’s 13 parks, trails, greenspace, waterways, recreation programs and special events provided to its 2 million annual visitors. The video was created by M-1 Studio of Ferndale through an RFP (Request for Proposal) along with the assistance of OCPR’s Communications and Marketing division staff. The video will provide many opportunities for promotional efforts, employee training, potential sponsorship meetings, and will be uploaded to OCPR’s YouTube Channel. The Commission recommended staff provide a viewing of this video at council meetings at local governments in Oakland County, provide a copy to new or large businesses located within Oakland County and to also include information on the new Holly Oaks ORV park in the video. INTRODUCTION: OCPR/Fiscal Services Supervisor II Karrie Jager introduced Renee Collins-Curtis who was recently hired as the Fiscal Services Parks and Recreation Account Clerk II. Renee will be responsible for assisting with accounts payable functions for all Parks and Recreation locations. She has more than 20 years of clerical, customer service, and administrative experience. She recently transferred to Oakland County Fiscal Services Parks and Recreation Accounting from Oakland County Friend of the Court and has also worked as an administrative coordinator for a commercial construction company which included preparing payroll, working in accounts receivable, and accounts payable. Renee will be a great asset to the Fiscal Services Parks and Recreation Accounting team. 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 Ms. Quarles, supported by Mr. Kostin to approve Items 10 A through 10 M under Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 08/31/19 (FM 11 FY 19) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 08/31/19 (FM 11 FY 19) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 08/31/19 (FM 11 FY 19) D. Monthly Capital Equipment Report for Month Ending 08/31/19 (FM 11 FY 19) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 08/31/19 (FM 11 FY 19) 9 OCPR Commission Meeting October 2, 2019 Page 3 F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 08/31/19 (FM 11 FY 19) G. CIP Approval Schedule Update H. Maintenance Management Plan Budget I. Monthly Purchasing Reports for Month Ending 07/31/19 (FM 10 FY 19) J. Monthly Food & Beverage Vendor Sales Reports 07/31/19 (FM 10 FY 19) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. Pending Capital Improvement Project Report L. Request for Early Bulk Purchase of Chemicals for Golf Course Turf Maintenance M. FY 2020 Budget Amendment and Revised FY 2020 Appropriation Budget Resolution AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Recommendation on Expired Oakland County Parks and Recreation Gift Cards Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve the expiration of all gift cards with remaining balances that have not been used in over five years, appropriately reduce the liability account and recognize miscellaneous revenue for the forgone services; and approve that all gift cards that are deemed expired be removed of any value and the appropriate accounting entries made on an ongoing basis with an informational report to the Parks Commission regarding expired gift cards. The expiration of the gift cards will be effective five years from the last date of use, or five years from the date of purchase if it was never used. AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. The commission requested staff provide notice to the public of this new policy. CIP/Maintenance Project Approvals: Building Equipment Replacement Program (General Approval - Unbudgeted): Independence Oaks – Carpenter Shop HVAC Replacement / Lyon Oaks – Plumbing Replacement / Orion Oaks – Restroom Heat Improvements Moved by Mr. McGillivray, supported by Ms. Bagley to approve authorizing staff to proceed with the following projects funded from Unrestricted Net Position in the amounts listed below: 1. Independence Oaks – Carpenter Shop HVAC a. Service Heating & Plumbing (Annual Contract) $7,900.00 b. Contingency $2,100.00 Project Total $10,000.00 10 OCPR Commission Meeting October 2, 2019 Page 4 2. Lyon Oaks – Drain Replacement a. Service Heating & Plumbing (Annual Contract) $8,825.00 b. Contingency $1,175.00 Project Total $10,000.00 3. Orion Oaks – Restroom Heat Upgrade a. Service Heating & Plumbing (Annual Contract) $4,393.00 b. Electrical Allowance $4,000.00 c. Contingency $1,607.00 Project Total $10,000.00 Total $30,000.00 Parks and Recreation Commission Illustrative Net Position - Unrestricted Account Balances Unrestricted Net Illustrative Net Position - Unrestricted Position Operating Reserve 5,750,000$ FY2019 Capital Equipment Budget 442,950$ FY2019 Revised Planned Use of Balance Budget 2,534,693$ Total Active CIP Projects - Budget (see Active CIP Budget to Actual report for details)5,303,316$ Undesignated:8,385,727$ Less: October Agenda - Building Equipment Replacement Program (30,000)$ 8,355,727$ Capital Projects Closed in FY2019 1,707,855$ Total Net Position - Unrestricted as of June 30, 2019 24,094,541$ AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Quarles, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Holly Oaks ORV Park Report & Design Update Melissa Prowse, Supervisor of Planning, provided a report on the status of the Planning and Design of Holly Oaks ORV Park. Key topics covered in the report include: 1. Planning Timeline 2. The DRAFT Conceptual Park Design 3. Budget Update 4. Detroit 4Fest Event Recap 5. Request for Proposal (RFP)/Bid Update Ms. Prowse also played a news coverage video clip from WXYZ/Channel 7 Action News on the September 14, 2019 Detroit4Fest Event at the park. 11 OCPR Commission Meeting October 2, 2019 Page 5 The full draft design and park plan will be presented at the OCPR Commission meeting on November 6, 2019 by ROWE Professional Services and staff. At that meeting staff will be requesting to seek public comment on the design and park plan. Final approval, including any changes made to incorporate public input, will be presented to the Commission in January 2020. 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, November 6, 2019 and the next Executive Committee meeting is Monday, October 14, 2019 • Lyon Oaks Managed Goose Hunt • Groveland Oaks Campground Pedestrian Bridge Update • Status of Groveland Oaks County Park sanitary sewer construction project and permit process with the Michigan Department of Environment, Great Lakes & Energy (EGLE) Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability Work Group. Ms. Wells reported on the status of the revenues and expenses at Groveland Oaks park; projected year-end revenue and expense totals for parks, golf courses and programs; the minimum wage rate for Oakland County employees which was approved by the Oakland County Board of Commissioners - and the impact that will have on the FY 2020 budget; and an update on the Oakland County Human Resources Compensation Study. The Fiscal Sustainability Committee will meet next month before the OCPR Commission meeting to discuss possible recommendations for the waterparks and BMX. Executive Committee Update Chairman Fisher advised at the last OCPR Commission Executive Committee meeting there was a great deal of very helpful discussion with the staff from Oakland County Human Resources. OLD BUSINESS There was no old business to report. NEW BUSINESS There was no new business to report. ADJOURNMENT: Meeting adjourned at 2:12 p.m. Gary McGillivray, Secretary Vicky Valko, Recording Secretary 12