HomeMy WebLinkAboutMinutes - 2020.03.04 - 39392Oakland County Parks and Recreation Commission
Regular Meeting
March 4, 2020
Chairman McGillivray called the meeting to order at 1:05 p.m. in the Oakland County Parks and Recreation
Administration Building Commission Meeting Room.
COMMISSION MEMBERS PRESENT:
Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Secretary Ebony Bagley, Executive
Committee Member Christine Long, Amanda Herzog, Gregory Jamian, 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
Zach Crane, Architectural Engineer III
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
Stephanie Mackey, Business Development Representative
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief – Recreation Programs and Services
Desiree Stanfield, Supervisor – Marketing & Communications
OC Fiscal Services/P & R Shawn Phelps, Chief of Fiscal Services
Jeff Phelps, Fiscal Services Coordinator
Jennifer Adcock, Fiscal Services Supervisor II
Brenda Reyes-Mezza, Fiscal Services Accountant II
OC Sheriff Office Lt. Todd Hill
Lt. Sean Jennings
OC Purchasing Andy Krumwiede, Buyer II
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 changes:
Remove Item 8 B-1 - mParks Awards: Robert Lissner, Jr., The Park Resource Leadership Award
Remove Item 10 M - Approval of Partnership Agreement with Southfield, Oak Park and Oakland
County Parks and Recreation for the 2020 Rhythm and Rhymes Music Festival
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
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March 5, 2020
Page 2
APPROVAL OF MINUTES:
Moved by VanderVeen, supported by Mr. Nash to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of February 5, 2020, as submitted.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
Oakland County Fair Board General Manager LC Scramlin informed the Commission that Steve Masters Executive
Director of the Michigan State Fair passed unexpectedly on Monday, March 2, 2020.
He also thanked former Commission members Gerald A. Fisher and Ronald Fowkes for all their hard work, dedication
and assistance while working on the OCPR Board, and also while working with the Oakland County Fair Board.
RECOGNITIONS/INTRODUCTIONS:
2019 OCPR Commission Members:
2019 OCPR Commission Member Gerald A. Fisher
Chairman McGillivray presented a plaque to former OCPR Commission Member and Chairman Gerald A. Fisher in
recognition of his many years of dedicated service to Oakland County Parks and Recreation. Mr. Fisher served on the
Commission for 11 years, 10 as Chairman of the Commission.
2019 OCPR Commission Member Ronald Fowkes
Chairman McGillivray presented a plaque to former OCPR Commission Member Ronald Fowkes in recognition of his
dedicated service to Oakland County Parks and Recreation. Mr. Fowkes served on the Commission for five years as
the representative from the Road Commission for Oakland County.
OCSO/OCPR Lt. Todd Hill
Chairman McGillivray and Executive Officer Stencil presented OCSO Parks Unit Lieutenant Todd Hill with a plaque in
recognition of his service to Oakland County Parks and Recreation. Lt. Hill was recently transferred to another unit in
the Oakland County Sheriff’s Office and Lt. Sean Jennings was recently promoted to the Command Position for OCSO
Parks Unit.
OCPR/Fiscal Services Supervisor II: Jennifer Adcock
Chief of Fiscal Services Shawn Phelps introduced Jennifer Adcock who was recently hired as the OCPR/Fiscal
Services Supervisor II. The commission welcomed Ms. Adcock and wished her well in her new position.
PRESENTATIONS:
Vibe Credit Union
Executive Officer Daniel Stencil presented Stephanie Leahy of Vibe Credit Union a plaque in appreciation of
its continued generous support of 2019 Oakland County Parks and Recreation programs and events. A few of the
events Vibe Credit Union sponsored included the Great Marshmallow Drop, Spring Flower Day at the Oakland County
Farmers Market and the Butterfly Parade at the Red Oaks Nature Center.
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March 5, 2020
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mParks Awards:
Garrett Ebbeling – mParks Graphic Design Award
The Commission and Executive Officer Daniel Stencil recognized and congratulated OCPR Graphic Designer
Garrett Ebbeling for receiving the 2020 mParks Award for Graphic Design. This category evaluated a marketing
piece's creativity, graphic design and overall messaging effectiveness . Garrett Ebbeling received the award for
designing the Addison Oaks County Park Trail System Wayfinding Signage System.
Jamie Weasel – mParks Golden Wrench Award
The Commission and Executive Officer Daniel Stencil recognized and congratulated Park Supervisor
Jamie Weasel and the Independence/Orion Oaks Park staff for receiving the 2020 mParks Golden Wrench Award.
This award is a way for organizations around the state of Michigan to recognize their resourceful staff members.
OCPR
staff received the mParks Golden Wrench Award for engineering a Gas-Powered Dock Cleaning Tool for
Orion Oaks Park.
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 Mr. Kostin, supported by Ms. Bagley to receive and file the Capital Improvement Expense
Summary report.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
CONSENT AGENDA:
Moved by Mr. Jamian, supported by Mrs. Long to approve Items 10 A through 10 L, and
Items 10 N through 10 P under, Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 01/31/20 (FM 04 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
01/31/20 (FM 04 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
01/31/20 (FM 04 FY 20)
D. Monthly Capital Equipment Report for Month Ending 01/31/20 (FM 04 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
01/31/20 (FM 04 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 01/31/20 (FM 04 FY 20)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 12/31/19 (FM 03 FY 20)
J. Monthly Food & Beverage Vendor Sales Reports 12/31/1 9 (FM 03 FY 20)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
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1. Addison Oaks Disc Golf
2. FY 2020 Pavement Maintenance Program (General Approval)
3. Holly Oaks ORV Park (General Approval)-Construction of Shotcrete Off-Road
Vehicle Feature (Mt. Magna)
4. Holly Oaks ORV Park (General Approval) - Parking Lot Asphalt Millings
5. Holly Oaks ORV Park (General Approval) - Boundary Fencing
L. Pending Capital Improvement Project Report
M. Approval of Partnership Agreement with Southfield, Oak Park and Oakland County Parks and
Recreation for the 2020 Rhythm and Rhymes Music Festival
N. FY 2020 1st Quarter Contributions Report
O. FY 2020 Fiscal Services 1st Quarter Financial Forecast and Budget Amendments
P. Proposed National Volunteer Week - Approval of Free Park Admission for Volunteers
April 18-26, 2020
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
REGULAR AGENDA:
Service Animal Overview and Complaint Settlement Agreement
Moved by Mr. Kostin, supported by Mr. Nash to approve the settlement agreement with the
Michigan Department of Civil Rights (#496842) regarding service animals at Oakland County Parks, and
direct the Chairperson to execute the agreement on behalf of the Oakland County Parks and Recreation
Commission.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
Update on Proposed Ballot Language for OCPR 2020 Millage
Chairman McGillivray and Executive Officer Stencil provided an update on the status of the proposed ballot language
for the Oakland County Parks and Recreation 2020 millage proposal. They informed the Commission the revenues
from property taxes which are generated from the millage on Oakland County annual tax bills is the largest source of
revenues for Parks and Recreation; the millage rate in 1966 when Oakland County Parks and Recreation was created;
the impact of the reduction in the millage due to the Headlee Rollback; the additional acreage and facilities that have
been acquired since 1966; and possible options on how to proceed with making a recommendation on the proposed
2020 ballot language for the proposed millage renewal.
The Commission requested this item be placed on the agenda for the April 1, 2020 OCPR Commission meeting to
provide an opportunity for further discussion on the proposed millage renewal.
FY2020 Independence Oaks Capital Equipment Purchase - Toro MDX Utility Vehicle
Moved by Mrs. Long, supported by Ms. Quarles to approve the purchase of one (1) Toro MDX Utility Vehicle
for Independence Oaks from Spartan Distributors of Auburn Hills, Michigan in the total amount of $18,596.84
utilizing budgeted funds in the FY 2020 Capital Equipment Budget.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
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NAYS: (0)
Motion passed on a unanimous voice vote.
CIP/Maintenance Project Approvals:
Waterford Oaks - Greenhouse Deconstruction and Restoration Drawings
Moved by Mr. Kostin, supported by Ms. Quarles to approve staff releasing the drawings and specifications to
procure qualified bids/proposals through Oakland County Purchasing, for the deconstruction and site
restoration of the Waterford Oaks Greenhouse Structures. Upon completing the review and evaluation of
bids/proposal, staff anticipates Commission approval to award a contract in May/June 2020.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
Independence Oaks Boathouse Deck Replacement (Construction Approval)
Moved by Mr. VanderVeen, supported by Ms. LaFontaine to proceed with the Independence Oaks Boathouse
Deck replacement project by park staff for a not to exceed project amount of $36,044.88 as identified below:
Item Description Budget
Amount
Deck System – Burt Forest Products (Annual Contract) $9,165.90
Deck System Helical Piers –
Anchor Tech Foundation Systems Inc. (Annual Contract)
$7,903.98
Concrete Extension/Repair Work (Annual Contract) $6,300.00
Sub-Total: $23,369.88
Permits $500.00
Structural Testing Allowance $2,500.00
Material Allowance $5,000.00
Construction Contingency 20% $4,675.00
Total Recommended Project Cost: $36,044.88
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
Holly Oaks ORV Sponsorship/Donation Agreements - Unlimited OffRoad Donation Agreement
Moved by Mrs. Long, supported by Ms. Bagley to approve the donation agreement with Unlimited Offroad
Center of Fenton, MI for the donation of 12 picnic tables for the Holly Oaks ORV Park.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
REPORTS:
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Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability Work Group
which included a summary of current revenues and expenses - most of which are contingent upon the weather;
comparison of the financial activity from 2019 verses 2020; current status of food and beverage vendor contracts at
OCPR facilities; full-time positions not currently filled; and the impact of the proposed OCPR millage renewal that is up
for consideration in 2020. Ms. Wells advised the next meeting of the workgroup will be on April 22, 2020 immediately
following the Commission meeting.
Moved by Mr. VanderVeen supported to Mr. Jamian to receive and file the Fiscal Sustainability Workgroup
update report.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
OCPR Commission 2020 Meeting Off-Site Location Report
Moved by Ms. Quarles, supported by Ms. Herzog to approve the 2020 Offsite Meeting Locations list for
Oakland County Parks and Recreation Commission meetings as submitted:
2020 Oakland County Parks and Recreation Commission
Commission Meeting Schedule and Location
Note: All meetings are scheduled for Wednesdays at 1:00 unless noted.
Date Meeting Location
January 8, 2020 OCPR Administration Office
February 5, 2020 OCPR Administration Office
March 4, 2020 OCPR Administration Office
April 1, 2020 OCPR Administration Office and * FY 2021-2023 Budget Study Session I * 12:00 Noon
1:00 P.M. Regular OCPR Commission meeting to follow
April 22, 2020 OCPR Administration Office - * FY 2021-2023 Budget Study Session II * 12:00 Noon
1:00 P.M. Special OCPR Commission meeting to follow.
May 6, 2020 OCPR Administration Office
June 3, 2020 Catalpa Oaks - Oakland County South Health Office: Soccer Field Ribbon Cutting
Ceremony - OCPR Commissioner Group Photo - (Business Attire)
July 1, 2020 OCPR Administration Office
August 5, 2020 Groveland Oaks - Mt. Holly Ski Lodge
- OCPR Commissioner Group Photo - Holly Oaks ORV Park - (OCPR Uniform)
September 2, 2020 OCPR Administration Office
October 7, 2020 Red Oaks Nature Center - 30300 Hales St., Madison Heights 48071
November 4, 2020 OCPR Administration Office
December 2, 2020 OCPR Administration Office
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
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NAYS: (0)
Motion passed on a unanimous voice vote.
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, April 1, 2020
• Special OCPR Commission meeting on Wednesday, April 22, 2020 to discuss the proposed language for the
OCPR millage renewal.
• The first OCPR FY 2021-2023 Budget Study Session is scheduled at 12:00 pm on Wednesday,
April 1, 2020 immediately before the OCPR Commission meeting.
• The second OCPR FY 2021-2023 Budget Study Session is scheduled at 12:00 pm on Wednesday,
April 22, 2020 immediately before the Special OCPR Commission meeting.
• Staff plans to open Waterford Oaks Waterpark for the 2020 season on Friday, June 5 and close on
Monday, September 7. Hours will be adjusted in June to accommodate school groups and regular hours will
begin mid-June.
• The public opening for Holly Oaks ORV Park has been set for Friday, July 24, 2020; staff is planning a ribbon
cutting ceremony with the Michigan Department of Natural Resources for Thursday, July 23, 2020, most likely
in the late afternoon. Staff will continue to share information with the Commission as more details on the
ribbon cutting and grand opening are identif ied.
• Update on Proposed public hearing for the land conversion on the mitigation on the land for the Bailey House
adjacent to Independence Oaks County Park
• Report on Oak 200 – Oakland County’s 200th Anniversary and automobile decals on OCPR vehicles
• Update on February 13, 2020 all staff OCPR Annual Meeting held at White Lake Oaks
• Relocation of RPS offices from the Oakland County South Health Offices to Red Oaks Nature Center and
Waterford Oaks Activity Center
• Tour of Oakland County Parks for OCPR Commission members
• Proposed 2-Year Pilot Boat Washing Stations for 10 public boat launches in Oakland County
• OCPR Commissioner Andrea Bagley nominated for the Oakland County Executive’s Elite 40 Under 40 Class
• The Great Marshmallow Drop is scheduled for April 10, 2020 at 9:30 a.m. at Worden Park in Royal Oak
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPR Executive Committee meeting focused mostly on the
proposed millage renewal, and the recommendations for the proposed language for the ballot in 2020.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Policy on Emergency Landings in Oakland County Parks
Vice Chairman VanderVeen requested until the next time amendments are made to the OCPR Rules and Regulations,
the OCPR Commission adopt a policy that would take effect immediately regarding the section on Unmanned
Aircrafts,
Hot Air Balloons, Airplanes and Parachutes. He recommended the Commission change Section 29, Paragraph 1 to
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March 5, 2020
Page 8
add: “…. or except as may be necessary in the event of an emergency landing.”
Moved by Mr. VanderVeen, supported by Mr. Kostin to adopt a policy in conjunction with the OCPR Rules
and Regulations regarding Unmanned Aircrafts, Hot Air Balloons, Airplanes and Parachutes, that OCPR staff
follow these revisions to the OCPR Rules and Regulations until the next time amendments are made:
Section 29. UNMANNED AIRCRAFTS, HOT AIR BALLOONS, AIRPLANES, AND PARACHUTES
1. No person shall make any ascent in any hot air balloon, airplane or ultra-light, or any descent in
or from any hot air balloon, airplane or parachute on a ny Commission property unless authorized
in writing by the Commission, or except as may be necessary in the event of an emergency
landing.
2. Any person operating an unmanned, remote control aircraft shall do so in accordance with all
federal and state, laws and regulations.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
ADJOURNMENT:
Meeting adjourned at 2:40 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary