HomeMy WebLinkAboutMinutes - 2020.01.08 - 39389Oakland County Parks and Recreation Commission
Regular Meeting
January 8, 2020
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, Ebony Bagley, Ron Fowkes, Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
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
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief – Recreation Programs and Services
Desiree Stanfield, Supervisor – Marketing & Communications
OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator
OC Sheriff Office Lt. Todd Hill
OC Purchasing Andy Krumwiede, Buyer II
Oakland County Fair Sara Ressler
APPROVAL OF AGENDA:
Moved by Mr. McGillivray, supported by Ms. Quarles to approve the agenda as submitted.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Kostin, supported by Mr. Fowkes to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of December 4, 2019, as submitted.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
OCPR Commission Meeting
January 8, 2020
Page 2
ELECTION OF 2020 OCPR COMMISSION OFFICERS
Moved by Mr. VanderVeen, supported by Mr. Kostin to postpone the Election of 2020 OCPR Officers until the
February 5, 2020 meeting.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
COMMUNICATIONS:
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. Mr. Phelps advised there were no items on the agenda which would require the
use of additional Unrestricted Net Position funds.
Moved by Mrs. Long, supported by Mr. Fowkes to receive and file the Capital Improvement Expense
Summary report.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. Nash to approve Items 9 A through 9 L under Consent
Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 11/30/19 (FM 02 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
11/30/19 (FM 02 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
11/30/19 (FM 02 FY 20)
D. Monthly Capital Equipment Report for Month Ending 11/30/19 (FM 02 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
11/30/19 (FM 02 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 11/30/19 (FM 02 FY 20)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 10/31/19 (FM 01 FY 20)
J. Monthly Food & Beverage Vendor Sales Reports 10/31/19 (FM 01 FY 20)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. ARC Flash Compliance Program (General Approval)
L. Pending Capital Improvement Project Report
OCPR Commission Meeting
January 8, 2020
Page 3
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
REGULAR AGENDA:
Holly Oaks ORV Park Plan and Standards Manual and Concept Design Approval
At the November 2019 OCPR Commission meeting, OCPR staff and ROWE Professional Services presented a draft
of the Holly Oaks ORV Park Plan and Standards Manual, which included a Site Development Concept Plan for the
park, and the Commission approved staff placing the Park Plan and Standards Manual out for the standard 30-day
public comment period. Supervisor of Planning Melissa Prowse provided a summary of the comments received for the
survey.
Moved by Mr. Kostin, supported by Mr. Fowkes to approve the Holly Oaks ORV Park Plan and Standards
Manual.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
ROWE Professional Services Contract – Holly Oaks ORV Park – Change Order
Moved by Mrs. Long, supported by Ms. Quarles, to approve a change order request to ROWE Professional
Services contract #5595 in the amount of $38,000 for a new N ot-To-Exceed (NTE) contract amount of
$147,900, to include the following scope items for the development of the Holly Oaks ORV Park:
Groveland Township Site Plan Review $26,700
Construction Drawings/Bidding/Contract Administration $9,200
Construction Staking – Fence Line Staking $5,900
Construction Staking – Parcel Swap Mass Grading $5,700
$47,500
Contract amount remaining: $9,500
Total Change Order Request: $38,000
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
CIP/Maintenance Project Approval:
Springfield Oaks – Activity Center HVAC Replacement (Conceptual Approval)
Moved by Mr. Nash, supported by Ms. Quarles to conceptually approve staff and consultants proceeding
with the completion of the engineering construction documents and bidding for the Springfield Oaks Activity
Center HVAC Replacement project.
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
OCPR Commission Meeting
January 8, 2020
Page 4
Sara Ressler from the Oakland County Fair Board advised the Fair Board is very interested in keeping the kitchen
functioning as a kitchen as the Fair Board uses it for many of their events, and therefore is interested in helping to fund
the cost of the renovation of the Springfield Oaks – Activity Center HVAC Replacement in the kitchen area for
approximately $14,000-$15,000.
Proposed Ballot Language for OCPR 2020 Millage Renewal
Moved by Mr. McGillivray, supported by Mr. VanderVeen to postpone this item
AYES: Bagley, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed 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:
• Next OCPR Commission meeting is Wednesday, February 5, 2020
• 2020 Fire and Ice Festival is scheduled for January 17-19, 2020 in downtown Rochester. OCPR staff is
providing many of the recreation amenities for this event, which will be the first event of the bicentennial
celebration for Oakland County’s 200th Anniversary. Mr. VanderVeen advised that without the hard work of
the OCPR staff this event would not happen. Fireworks display will be Friday and Saturday nights at 8:00
p.m.
• Oak 200: Oakland County Parks and Recreation staff has been working with the Oak 200 Committee
planning and organizing activities and programs for Oakland County’s 200th Anniversary in 2020
• Huron Clinton Metropolitan Authority - Metroparks Annual Vehicle Pass: The cost of the Huron Clinton
Metropolitan Authority - Metroparks Annual Vehicle pass has increased $5 to $40
• Holiday Hours: OCPR offices will be closed on the Monday, January 20, 2020 for Martin Luther King, Jr. Day
and Monday, February 17, 2020 for Presidents’ Day
• OCPR Christmas Tree Recycling Program through January 26, 2020 9 a.m.- 4 p.m. seven days/week
• 2020 mParks Conference & Trade Show January 28-31, 2020 at the Suburban Collection Showplace in
Novi, MI
• Oakland Urban Growers outstanding debt of $101,105.75 from the Waterford Oaks Greenhouse and
residential house
• Holiday Light Show at Red Oaks Waterpark parking lot
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells advised the next meeting of the Work Group is scheduled for
March 5, 2020 before the OCPR Commission meeting. Ms. Wells also advised staff is continuing to focus on the
budget preparation for the 2021-2023 OCPR budget, looking at a percentage decrease of expenses, identifying areas
to bring in additional revenues, possible areas for structural changes, and looking at efficiencies with both part-time
and full-time staff.
Oakland County Sheriff's Office-Parks Division 2019 Report
Oakland County Sheriff’s Office Lieutenant Todd Hill gave a presentation on the services provided to Oakland
County Parks and Recreation for 2019. Key areas he focused on included:
• Administrative Services Division
• Investigative and Forensic Services Division
OCPR Commission Meeting
January 8, 2020
Page 5
• Emergency Response and Preparedness Division
• Patrol Services Division
• History of OCPR Contracting for Police Services
• 2019 Calls for Service
• 2019 Traffic Citations & Parking Permit Warnings
• Inmate Work Details
• Park Patrol Staffing & Recruitment
Natural Resources 2019 Report – Written
The Commission received and filed the Natural Resources Management 2019 Program Overview Report.
Executive Committee Update
Commissioner McGillivray advised the discussion at the last OCPR Executive Committee meeting focused on the
anticipated revenues and expenses related to the proposed 2020 millage renewal. A meeting has been
scheduled with representatives of OCPR staff, OC Board of Commissioners and the County Executive’s Office to
review all possible options for the proposed millage renewal. The Commission plans to place this item on the
February OCRC meeting agenda.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 1:53 p.m.
Gary McGillivray, Secretary Vicky Valko, Recording Secretary