HomeMy WebLinkAboutMinutes - 2020.04.22 - 39393Oakland County Parks and Recreation Commission
Regular Meeting
April 22, 2020
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 12:05 p.m.
via teleconference.
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
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
Fuller Oak Management, LLC Janet Lekas
Nick Lekas
Dan Shaw
APPROVAL OF AGENDA:
Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the agenda with the following change:
Remove Item 9 N – 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, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Ms. LaFontaine to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of March 4, 2020, as submitted.
AYES: Bagley, Herzog, Jamian, 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
April 22, 2020
Page 2
Review of Proposed FY 2021-2023 OCPR Budget
Executive Officer Daniel Stencil and Parks and Recreation Fiscal Services Coordinator Jeff Phelps presented the
Proposed FY 2021-2023 Oakland County Parks and Recreation Budget. Items highlighted during the
presentation/discussion included:
• Proposed FY 2021-2023 Revenues $ 28,233,484
• Proposed FY 2021-2023 Expenses $ 28,233,484
• Proposed FY2021-FY2025 Capital Improvement Program CIP Projects$ $ 1,558,750
• FY2021-FY2025 Maintenance Management Plan Projects $ $ 915,950
TOTAL Proposed Projects $ 2,474,700
• Proposed FY 2021 Capital Equipment Expense $ 315,500
The FY 2021-2023 Budget schedule is as follows:
• OCPR Commission Conceptual Approval of the OCPR Proposed FY 2021-2023 Proposed Budget at the
June 3, 2020 meeting, which could include some amendments if needed
• Forward to the Oakland County Clerk before the July 1st submittal deadline, and then to the Oakland
County Board of Commissioners for its review. (If the OCPR Commission wishes to make any
modifications to this document at a later time, revisions may still be made as long as they are before the
OC Board of Commissioners approval in September.)
• Presentation to the OC Board of Commissioners on the Proposed OCPR FY 2021-2023 Budget in August
• Final approval by OCPRC of the Proposed OCPR FY 2021-2023 Budget on September 2, 2020
• Final approval by the OC Board of Commissioners at its meeting September 23, 2020
Additional topics and budget centers covered included:
• Proposed FY 2021 Staffing Positions & Proposed FY 2021 Staff Org anizational Chart
• Proposed FY 2021 Individual Operating Budget Centers
➢ Administration
➢ Compliance Office, Parks Partnership and Fiscal Services
➢ Golf Courses
➢ Conference Centers/Restaurant Services/Concessions
➢ Parks
➢ Recreation
➢ Facilities Maintenance
Final approval for the OCPR Proposed FY 2021-2023 Budget will be on the OCPR Commission agenda for
September 2, 2020, and final OC Board of Commissioners approval will be at its meeting on September 23, 2020.
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 was one item on the agenda which would require the
use of additional Unrestricted Net Position funds - the OCPR Waterford Oaks Administration Building Soffit & Facia
Painting in the amount of $12,000. Chief of Facilities Maintenance and Development Mike Donnellon advised the
$12,000 will also be reduced in the Capital Improvement Project budget, so in the end it will be a wash for expenses.
The Commission received and filed the Capital Improvement Expense Summary.
OCPR Commission Meeting
April 22, 2020
Page 3
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Ms. Quarles to approve Items 9 A through 9 M under Consent Agenda,
as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
02/29/20 (FM 05 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 02/29/20 (FM 05 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 02/29/20 (FM 05 FY 20)
D. Monthly Capital Equipment Report for Month Ending 02/29/20 (FM 05 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
02/29/20 (FM 05 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending
02/29/20 (FM 05 FY 20)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 01/31/20 (FM 04 FY 20)
J. Monthly Food & Beverage Vendor Sales Reports 01/31/20 (FM 04 FY 20)
1. Katherine's
2. Fuller Oak Management
K. CIP/Maintenance Project Approvals:
1. 2020 Natural Resources Area Stewardship Program/Contract Approval (General Approval)
2. Waterford Oaks Administration Building Soffit & Facia Staining (General Approval)
L. Facility Use Agreement - Request to Sell Alcohol on County Park Property:
1. Oakland County Fair Association at Springfield Oaks County Park for the Michigan Antiques
Festival on October 2, 3 & 4, 2020
2. Oakland Uncorked - Waterford Oaks Farmers Market on August 7, 2020
M. Pending Capital Improvement Project Report
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
Request for Relief from Fuller Oaks Management LLC for Waiv er of Rent/Utilities at Addison Oaks and Glen Oaks
OCPR staff received a request from Janet Lekas, Vice President from Fuller Oak Management LLC to waive/forgive
the rent and utility payments for Fuller Oak Management LLC at Addison Oaks and Glen Oaks conference centers
from October 1, 2019 through September 30, 2020 due to the current conditions with COVID-19. Staff offered three
different proposals regarding this request.
After a lengthy discussion it was suggested to form a committee to review the request from Fuller Oak
Management LLC for the waiver/forgiveness of their rent and utilities at Addison Oaks and Glen Oaks and make a
recommendation to the Commission on any proposed action. Those commissioners volunteering to serve on this
committee included Mr. Kostin, Ms. Quarles, and Ms. Herzog.
Moved by Ms. Quarles, supported by Mr. VanderVeen to schedule a committee meeting to review the request
from Fuller Oak Management LLC’s request and make a recommendation to the Commission on this matter.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
OCPR Commission Meeting
April 22, 2020
Page 4
Executive Officer Daniel Stencil advised he will schedule this meeting at the earliest convenience for the committee
members.
Proposed Oakland County Parks and Recreation Millage Renewal 2020 Ballot Language
Chairman McGillivray provided an update on the status of the proposed ballot language for the Oakland County Parks
and Recreation 2020 millage proposal. He informed the Commission there have been discussions with the County
Executive’s Office and his staff, at both Caucus meetings, with the Chairman of the OC BOC, and at the OC BOC
virtual meeting on this matter. Executive Officer Daniel Stencil has also given presentations on this matter several
times. Discussions revolved around what the proposed ballot proposal language could be and what millag e rate
would be requested. We had talked about an increase in the millage to .35, and we were planning on placing this item
on the August 2020 ballot. Then COVID-19 hit and it had a big negative impact on OCPR, including a great loss of
revenue. Considering the current hard times there is concern if the residents will approve an increase in the millage if
it is on the ballot in August.
At this point considering the hard times people are having with COVID-19 it has been recommended that this item be
placed on the November 2020 ballot and the ballot language include a .25 millage rate for OCPR, which is a renew
and restore. This will also provide an opportunity to conduct a phone poll countywide to see what voter’s thoughts are
on this matter. There is also a question as to whether it should be renew and restore, or renew and replace language
on the ballot.
The Commission requested Executive Officer Daniel Stencil to request Dave Hieber from Oakland County
Equalization to calculate new estimates for millage revenues with the alternate millage rates.
CIP/Maintenance Project Approvals:
Red Oaks Wave Pool Sanitation Pump Station Design
Moved by Mr. Nash, supported by Mr. Kostin to approve an increase to the annual contract for
Nowak & Fraus, Inc (#4866) of Pontiac, MI in the amount of $28,664, for the necessary engineering and
design services of a new sanitary pump station and force main at Red Oaks Waterpark.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles (9).
NAYS: (0)
Motion passed on a roll call vote.
Orion Oaks - LJ Construction Temporary Construction License
Moved by Ms. Bagley, supported by Mr. Kostin to approve a Temporary Construction License Agreement to
LJ Construction Company, Inc. of Clifford, MI for the use of the Orion Oaks Gravel Storage Lot, during the
construction project for the Paint Creek Trailway, pursuant the terms of the agreement.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Addison Oaks Conference Center Electrical Improvements (Construction Approval)
Moved by Mr. Jamian, supported by Ms. Quarles to conceptually approve a change order to the
Frank Rewold & Sons, Inc. contract #5474 in t he amount of $348,883, including Alternates #1 and #2,
and a 7% contingency, for the construction and installation of the necessary electrical improvements at the
OCPR Commission Meeting
April 22, 2020
Page 5
Addison Oaks Conference Center for a total project cost including the previously approved engineering
as follows:
Item Amount Notes
Berbiglia & Associates, Inc; Farmington Hills, MI $26,900 Annual contract
Frank Rewold and Son; Rochester, MI – Construction 348,883 Annual contract
Total $375,783
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Recommendation on Springfield Oaks Ellis Barn Painting
Moved by Mrs. Long, supported by Ms. Bagley to award a contract to Eason Painting, Inc. of Clinton Twp.,
Michigan for the exterior painting of the Springfield Oaks Ellis Barn in the amount of $94,255.88, with a 10%
continency amount of $8,500; total project amount as follows:
Item Amount Notes
FR Architects, Inc., Sterling Heights, MI $5,000 Annual contract
Eason Painting, Inc, Clinton Twp., MI $94,255.88 Annual contract
10% Contingency $8,500.00
Total $107,755.88
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
The Commission requested staff to contact the contractor to see if this project could be done at a lower cost due to the
current situations, the building not being used for events at this time, and the fact that they would not be operating
under such a strict work schedule. Staff advised they would make the inquiry.
Independence Oaks Wint Nature Center Network Upgrade (General Approval)
Moved by Mr. Kostin, supported by Mrs. Long to approve authorizing Oakland County Information Technology
to contract with Comcast Business Solutions to perform the network connectivity upgrade at Independence
Oaks Park – Wint Nature Center in the total amount up to $30,000.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Executive Officer Daniel Stencil Dan advised he, Manager of Parks and Recreation Operations Sue Wells, and the
Administrative Management Team will be looking at ways of cutting budgets and reducing expenses moving forward
through Fiscal Year 2020, and may come back with changes or updates on these five CIP items that were just
approved.
OCPR Commission Meeting
April 22, 2020
Page 6
Request for Proposals (RFP) for Sponsorship Sales
Move by Mr. Nash, supported by Mr. Jamian to approve the Request for Proposals (RFP) for Sponsorship
Sales for assets in the Oakland County Parks and Recreation system
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Request for Qualifications (RFQ) for Sponsorship Opportunities for Holly Oaks ORV Park
Moved by Mr. Nash, supported by Mr. Jamian to approve the Request for Qualifications (RFQ) for
Sponsorship Opportunities at Holly Oaks ORV Park.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
REPORTS:
Update on COVID-19
Manager of Parks and Recreation Operations Sue Wells advised in the last month OCPR has given more than 652
refunds totaling $134,000 which was mostly for campsites and facility rentals. In addition, there was an estimated loss
of revenues of approximately $400,000 between mobile units and golf courses. We have saved on expenses by only
having essential staff working and very little expenses going out related to building maintenance and grounds
maintenance.
Regarding the facilities, staff is anxiously awaiting the Governor’s new order. Currently the Centers for Disease
Control and Prevention has advised people should not visit waterparks, splash pads or spray parks. We were not able
to have the three Lifeguard training sessions because the schools where we held them were closed. Staff has great
concern regarding social distancing. We anticipate opening the campgrounds June 14th, but that may change due to
social distancing. Golf courses could be ready to be opened approximately a week and a half after the Governor
allows them to be open. We have not been able to have staff work at the golf courses and we will not be able to have
volunteers work moving forward. Staff has been working with the Oakland County Health Division and other County
departments on developing a return to work plan and are having weekly meetings with the Executive Officer’s on the
pandemic.
In response to a question from Mr. Jamian regarding a plan to return to work especially with social distancing for
visitors and staff , staff advised they would report back at the meeting on May 6, 2020.
Executive Committee Meeting
Chairman McGillivray requested a meeting of the OCPR Executive Committee be scheduled prior to the
May 6, 2020 OCPR Commission meeting primarily to review what is happening regarding COVID-19. Executive
Officer Daniel Stencil advised he will have staff poll the members of the Executive Committee and schedule a
committee meeting before the May Commission meeting.
OCPR Commission Meeting
April 22, 2020
Page 7
Farmers Market 2019 Report
Moved by Mr. Jamian, supported by Mr. VanderVeen to receive and file the Oakland County Farmers Market
2019 Report.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells advised the next meeting of the Fiscal Sustainability Work
Group will be held via teleconference on May 6, 2020 at 11:30 a.m., before the OCPR Commission meeting.
Information that was previously sent to the OC Board of Commissioners will be reviewed at this meeting.
The Commission requested the Fiscal Sustainability Work Group at their meeting scheduled on May 6, 2020 address
if the 2020 OCPR millage ballot proposal fails what will be Oakland County Parks and Recreation’s fallback.
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:
• The next OCPR Commission meeting is Wednesday, May 6, 2020 via teleconference.
• The OCPRC Executive Committee meeting is Monday, May 18, 2020. Another Committee meeting will be
scheduled in the next week.
• An update on the Bailey House will be provided by staff at the May 6, 2020 OCPRC meeting and a public
hearing will also be held on the land conversion mitigation.
• Status of free entry into Oakland County Parks during S tay Home, Stay Safe Executive Order by the
Governor
• Additional park openings are on hold until further information is available from the Governor’s office and the
Stay Home, Safe Executive Order is lifted.
• The grand opening for the ORV park has been delayed due to the current situations with COVID-19, the
opening will be held possibly late summer or early fall of 2020.
Based on the current conditions with COVID-19 it was recommended to move the June and July OCPR meeting
locations.
Moved by Mr. Nash, supported by Mr. Kostin to hold the June 3, 2020 OCPR Commission meeting
at the OCPR Waterford Oaks Administration Building, and the July 1, 2020 OCPR Commission meeting at
Catalpa Oaks in the Oakland County South Health Office and have a Ribbon Cutting/Dedication Ceremony
for the new Soccer Fields.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10).
NAYS: (0)
Motion passed on a roll call vote.
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPR Executive Committee meeting focused on the
OCPR Commission Meeting
April 22, 2020
Page 8
proposed Oakland County Parks and Recreation millage renewal , the proposed language for the ballot in 2020, and
the request
from Fuller Oak Management for the waiver of the amounts due for rent and utilities from October 1, 2019 to
September 30, 2020.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Mr. Kostin thanked OCPR staff for all their hard work in setting up and coordinating the phone calls, training and
connectivity for the first OCPR teleconference meeting for the Commission. Everything worked out very well.
ADJOURNMENT:
Meeting adjourned at 2:27 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary