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HomeMy WebLinkAboutMinutes - 2020.02.05 - 39391Oakland County Parks and Recreation Commission Regular Meeting February 5, 2020 Vice Chairman VanderVeen called the meeting to order at 1:07 p.m. in the Oakland County Parks and Recreation Administration Building Commission Meeting Room. COMMISSION MEMBERS PRESENT: Vice Chairman J. David VanderVeen, Secretary Gary McGillivray, Executive Committee Member Christine Long, Amanda Herzog, Gregory Jamian, Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles COMMISSION MEMBERS ABSENT WITH NOTICE: Ebony Bagley ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Phil Castonia, Chief – Business Operations DJ Coffey, Groveland Oaks Park Supervisor Mike Donnellon, Chief – Park Facilities Maint. & Development Jim Dunleavy, Chief – Park Operations & Maint. – N. District Julee Erskine, Groveland Oaks Asst. Park Supervisor Tom Hughes, Chief – Park Operations & Maint. - S. District Kate Pardy, Addison Oaks Park Supervisor Melissa Prowse, Supervisor of Planning Brandy Sotke-Boyd, Chief – Recreation Programs and Services Desiree Stanfield, Supervisor – Marketing & Communications OC Corporation Counsel Jody Hall, Financial Attorney Lisa Kavalhuna, Sr. Asst Corp. Counsel OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator Brenda Reyes-Mezza, Fiscal Services Accountant II OC Sheriff Office Lt. Todd Hill Lt. Sean Jennings OC Purchasing Andy Krumwiede, Buyer II CRAMBA Brian McPherson Oakland County 4H Fair LC Scramlin, General Manager APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Mr. Kostin to approve the agenda with the following change: Item12 D. Proposed FY 2021 Capital Equipment – remove Conceptual Approval. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. PUBLIC COMMENTS: LC Scramlin, General Manager for the Oakland County Fair, thanked the OCPR Commission for the proclamation for his induction into the 2019 class of the National 4-H Hall of Fame, one of the highest honors bestowed upon members of the 4-H community. He expressed that a big portion of why he was inducted in the Hall of Fame is because of the cooperation with Oakland County Parks and Recreation and the Oakland County Fair Board. He wanted to share his OCPR Commission Meeting February 5, 2020 Page 2 appreciation on behalf of all the hundreds of kids and parents for the opportunities the OCPR Commission has provided to help change their lives. Corporation Counsel Attorney Jody Hall introduced new Senior Assistant Corporation Counsel Lisa Kavalhuna. Ms. Kavalhuna will be assisting Ms. Hall on OCPR matters. Oakland County Sheriff Office Lt. Todd Hill introduced Lt. Sean Jennings who was recently promoted to the command of the OCSO/OC Parks Division. Commissioner VanderVeen advised the 13th Fire and Ice Festival was held January 17-19, 2020 with more than 40,000 participants. This is a project/event that was put together by the Oakland County Executive, Oakland County Parks and Recreation Commission, the City of Rochester and the Rochester DDA to embrace Michigan winter. The weather is always a factor on the success of this event, as was the case this year, but OCPR staff worked very hard and did a wonderful job with the snow hill, fireworks, snow shoeing, cross-country skiing, tube sledding, ice carving contest and many, many more. Mr. VanderVeen thanked Jim Dunleavy, Tom Hughes, Brandy Sotke-Boyd, John Haney, Melissa Nawrocki, Kelly Moss, and any other OCPR Staff he may have missed for all their assistance in making this event such a great success. APPROVAL OF MINUTES: Moved by Mr. Kostin, supported by Mr. Nash to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of January 8, 2020, as submitted. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. INTRODUCTION OF NEW OCPR COMMISSION MEMBERS: Vice Chairman VanderVeen introduced new OCPR Commission members Andrea Herzog, who is the newly appointed at-large OCPR Commission member by the Oakland County Board of Commissioners; and Gregory Jamian, who is the representative for the Road Commission for Oakland County as its new Chairman. Vice Chairman VanderVeen and the Commission congratulated both of the new members and welcomed them to the OCPR Commission. ELECTION OF 2020 OCPR COMMISSION OFFICERS Moved by Mr. Kostin, supported by Mr. Jamian to open the nominations for the election of 2020 Officers for the Oakland County Parks and Recreation Commission. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Mr. Kostin nominated Gary McGillivray as Chairman, J. David VanderVeen as Vice Chairman, Ebony Bagley as Secretary for the 2020 OCPR Commission Officers, and Christine Long as Executive Committee Member. No further nominations were made for the 2020 OCPR Commission Officers. Moved by Mr. Kostin, supported by Mr. Jamian to close the nominations. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting February 5, 2020 Page 3 Moved by Mr. Kostin, supported by Mr. Jamian to elect Gary McGillivray as Chairman, J. David VanderVeen as Vice Chairman, and Ebony Bagley as Secretary for the 2020 OCPR Commission Officers, and Christine Long as the fourth member of the OCPR Executive Committee for 2020. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. RECOGNITIONS: Equipment Donation from Clinton River Area Mountain Bike Association (CRAMBA) The Clinton River Area Mountain Bike Association-International Mountain Biking Association (CRAMBA-IMBA) generously donated a Wild Cat Snow Groomer to Addison Oaks County Park. The groomer will be used by park staff to assist in maintaining the Addison Oaks fat tire trails during the winter to help improve riding conditions. The donation is part of a continued investment by CRAMBA-IMBA in providing support to maintain the mountain bike trails and dedication to create positive riding experiences for the residents of Oakland County. Chairman McGillivray, Executive Officer Daniel Stencil, Chief of Parks Operations and Maintenance Tom Hughes, and Addison Oaks Park Supervisor Kate Pardy presented CRAMBA representative Brian McPherson a plaque in recognition of CRAMBA’s very generous donation. 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 Av ailable 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. VanderVeen to receive and file the Capital Improvement Expense Summary report. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. CONSENT AGENDA: Moved by Mr. Kostin, supported by Ms. Quarles to approve Items 11 A through 11 L, and Item 11 N under, Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 12/31/19 (FM 03 FY 20) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 12/31/19 (FM 03 FY 20) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 12/31/19 (FM 03 FY 20) D. Monthly Capital Equipment Report for Month Ending 12/31/19 (FM 03 FY 20) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 12/31/19 (FM 03 FY 20) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 12/31/19 (FM 03 FY 20) OCPR Commission Meeting February 5, 2020 Page 4 G. CIP Approval Schedule Update H. Maintenance Management Plan Budget I. Monthly Purchasing Reports for Month Ending 11/30/19 (FM 02 FY 20) J. Monthly Food & Beverage Vendor Sales Reports 11/30/19 (FM 02 FY 20) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. Request to Purchase Fairway Mower for White Lake Oaks Golf Course L. Request to Purchase Greens Mower for Red Oaks Golf Course N. Pending Capital Improvement Project Report AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Consent Agenda Item 11 M - CIP/Maintenance Project Approvals: Independence Oaks Wint Nature Center Network Upgrade (General Approval) Moved by Mrs. Long, supported by Mr. Nash to postpone action on the network upgrade at Independence Oaks Wint Nature Center until the April 1, 2020 OCPR Commission meeting. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. REGULAR AGENDA: Proposed 2020 OCPR Rules and Regulations Moved by Mr. Kostin, supported by Ms. LaFontaine to approve the following resolution on the 2020 revisions to the Oakland County Parks and Recreation General Information and Rules & Regulations and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS the Oakland County Parks and Recreation Commission was established by the Oakland County Board of Supervisors in 1966 under Public Act (P.A.) 261; and WHEREAS P.A. 261 includes a provision to allow county parks commissions to make rules for the protection, regulation and control of all its facilities and areas with the approval of the Oakland County Board of Commissioners; and WHEREAS the Oakland County Parks and Recreation Commission has established rules and regulations for this protection, regulation and control; and WHEREAS revisions for clarification purposes are requested, which have been reviewed and approved by the Oakland County Corporation Counsel. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the revisions to the 2020 General Information and Rules and Regulat ions as reviewed by Oakland County Corporation Counsel. NOW THEREFORE BE IT FURTHER RESOLVED that these revised General Information and Rules and OCPR Commission Meeting February 5, 2020 Page 5 Regulations be forwarded to the Oakland County Board of Commissioners for approval. AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Proposed FY 2020 Holly Oaks ORV Park Fees & Charges Moved by Mr. Nash, supported by Mrs. Long to approve the following fees and charges for Holly Oaks ORV Park for the first year of operation: Daily Entry $15 per vehicle Any vehicle in the park (past the contact station) will need a wrist band at all times. The wrist band may be on the vehicle (hung from rear view mirror, for example), or on a person’s wrist. This would allow an individual bringing in multiple vehicles to use each vehicle, one at a time, in the park. Special Events Special events will pay a daily retainer rate as follows: Shoulder Season (April, May, Sept, Oct) weekends: $3,000/day Winter (Nov – March) weekends: $2,000/day Special events will also pay, to Oakland County Parks and Recreation, a percentage of fees and charges associated with each special event including, but not limited to, admission, registration, gate fees, spectator fees, etc. Proposed fee schedule for this percentage is as follows: • 2020 0% • 2021 3% • 2022 6% Corporate Rental Summer (June – August) Tuesdays: $2,500/day Shoulder Season (April, May, Sept, Oct) Mon – Wed: $2,000/day Winter (Nov – March) Mon – Fri: $1,500/day AYES: Herzog, Jamian, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. Proposed Holly Oaks ORV Park Vendor Contracts Moved by Ms. Quarles, supported by Ms. Herzog to approve the scopes of service for Adventure Motorsports of Holly, MI; Rush RV of Holly, MI; Dixie Off-Road Rentals of Ortonville, MI; State Contracting of Holly, MI; and Z Performance LLC of Auburn Hills for services at Holly Oaks ORV Park as follows: • Off-road vehicle (ORV) rental services: Adventure Motorsports (Holly, MI), Rush RV (Holly, MI), OCPR Commission Meeting February 5, 2020 Page 6 Dixie Off-Road Rentals (Ortonville, MI) • Food service (food truck plaza): State Contracting (Holly, MI) • Special event production: Z Performance LLC (Auburn Hills, MI) AYES: Herzog, Jamian, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. Proposed FY 2021 Capital Equipment The OCPR Capital Equipment consists of maintenance equipment, kitchen equipment and recreation equipment over $5,000. The proposed Capital Equipment is for existing parks and does not include equipment that would be necessary for potential future park developments or acquisitions. Staff also provided an update on existing equipment that will be replaced along with the proposed FY 2021 Capital Equipment. The Proposed Capital Equipment budget for FY2021 is $325,000. Moved by Ms. Quarles, supported by Mrs. Long to receive and file the following Oakland County Parks and Recreation proposed FY2021 Capital Equipment list: EXISTING EQUIPMENT PROPOSED EQUIPMENT ESTIMATED COST Addison Oaks Park ADD Zero Turn Mower Zero Turn Mower $ 14,000 Addison Oaks Park ADD Utility Vehicle Utility Vehicle $ 9,500 Facilities Maintenance FM Generator Generator $ 27,000 Catalpa Oaks CAT NEW Utility Vehicle w/ Top $ 12,000 Glen Oaks Golf Course GLG Utility Vehicle (2)Utility Vehicle (2) $ 19,000 Glen Oaks Golf Course GLG Turbine Blower Turbine Blower $ 8,000 Groveland Oaks Park GRV Zero Turn Mower Zero Turn Mower $ 14,000 Groveland Oaks Park GRV NEW Dump Trailer $ 9,000 Groveland Oaks Park GRV Ice Cream Machine Ice Cream Machine $ 17,000 Independence Oaks IND Maintenance Golf Cart Utility Vehicle $ 9,500 Lyon Oaks Golf Course LYG Fairway Mower Fairway Mower $ 58,000 Lyon Oaks Golf Course LYG Greens Mower Greens Mower $ 38,000 Orion Oaks ORN Zero Turn Mower Zero Turn Mower $ 14,000 Recreation Section REC Trailer Trailer $ 11,000 Red Oaks Waterpark Concessions RWC Frozen Beverage Machine Frozen Beverage Machine $ 16,000 Springfield Oaks Golf Course SPG Turbine Blower Turbine Blower $ 8,000 Waterford Oaks Park WTR Maintenance Golf Cart Utility Vehicle $ 9,000 White Lake Oaks Golf Course WLG Greensmower Greensmower $ 32,000 $ 325,000 Capital Equipment FY 2021 BUDGET CENTER TOTAL OCPR Commission Meeting February 5, 2020 Page 7 AYES: Herzog, Jamian, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (8) 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, March 4, 2020 • Status on Normandy Oaks Park which is owned by the City of Royal Oak • Holiday Hours: OCPR offices will be closed on the Monday, February 17, 2020 for Presidents’ Day • Waterford Oaks Greenhouse and residential house • Oakland County Executive’s 40 Under 40 class includes OCPR Commissioner Ebony Bagley and OC Board of Commissioner Kristen Nelson • OCPR Commissioner Andrea LaFontaine recently appointed as the new Executive Director of Michigan Trails & Greenways Alliance • OCPR Awards received at mParks 2020 Conference • 2019 Oakland County Parks and Recreation Annual Report • Informational meeting with Bond Counsel on Friday, February 6, 2020 at 11:00 a.m. regarding the sale of bonds Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells provided an introduction of the Fiscal Sustainability Work Group and the OCPR Park System Asset Inventory to the new Commissioners. She advised at the next Fiscal Sustainability Work group meeting staff will be reviewing golf course operations and banquet operations. Executive Committee Update Commissioner McGillivray advised the discussion at the last OCPR Executive Committee meeting focused primarily on the upcoming OCPR Millage renewal proposed language, which rate should be included in the proposed ballot language, and possible programs and services that could be provided with the different millage rates. The Commission scheduled a special OCPR Commission meeting for Wednesday, April 22, 2020 at 1:00 p.m. at the OCPR Administration Building, and this item will be added to the agenda for that meeting. Campgrounds 2019 Report – PPT Addison Oaks Park Supervisor Kate Pardy, and Groveland Oaks Park Supervisor DJ Coffey, provided a report on campground operations over the past four seasons. The report included a comparison of annual park attendance; revenues; expenditures; use of camping amenities such as cabins, yurts, and major features; and information on capital improvements at each location. Marketing/Communications 2019 Report – PPT Supervisor of Marketing and Communications Desiree Stanfield provided an overview for FY 2019 for OCPR Communications and Marketing. Her report included information on public relations; communications; marketing and promotional efforts; advertising; branding; media relations; social media; photography and videos; e-marketing; news releases; OCPR’s website; brochures; award nominations; park signage; and public-facing publications (print and digital) for nearly 80 miles of trails; the Oakland County Farmers Market; two campgrounds; two waterparks; five golf courses; Recreation Programs and Services; and two nature centers for Oakland County Parks and Recreation. OCPR Commission Meeting February 5, 2020 Page 8 OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no new business to report. ADJOURNMENT: Meeting adjourned at 3:02 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary