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HomeMy WebLinkAboutMinutes - 2020.05.06 - 39394Oakland County Parks and Recreation Commission Regular Meeting May 6, 2020 Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:07 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 Corporation Counsel Jody Hall, Financial Attorney OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator OC Compliance Office Pam Weipert, Compliance Officer Yvette Thrush, Auditor II OC Facilities Management Paul Zachos, Property Management Specialist OC Health & Human Services Kathy Forzley, Director APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Mr. Kostin to approve the agenda as submitted. 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 Mr. Kostin, supported by Ms. Herzog to approve the minutes of the Oakland County Parks and Recreation Commission Special Meeting of April 22, 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 May 6, 2020 Page 2 PUBLIC HEARING: Independence Oaks Bailey House Conversion Mitigation Chairman McGillivray opened the public hearing on the Independence Oaks Bailey House Conversion Mitigation at 1:13 p.m. Oakland County Parks and Recreation will be requesting, to the Michigan Department of Natural Resources and the Michigan Natural Resources Trust Fund Board, to convert grant-assisted property at Independence Oaks County Park. Since 2017 staff has been working with local residents, Clarkston Schools staff and a new non -profit organization (Preservation Clarkston) to determine a mutually beneficial future for the Bailey House at Independence Oaks County Park. The Bailey House (named for the Bailey Family that originally settled the land), is located on Sashabaw Road between the entrances to Independence Oaks and Independence Oaks-North. The house was acquired as part of the “Upper Bushman” property acquisition that created Independence Oaks-North. There is no formal internal park access to the house, which has a driveway off Sashabaw Road. The h ouse was utilized as a rental by the former property owners and was not in good condition when acquired by OCPR. In 2016, OCPR put out a Request for Proposals (RFP) for the Bailey House seeking bidders to either deconstruct the home or move it to another location. A bid was received to deconstruct and reuse many of the historic/architectural features of the house. However, shortly after the RFP was released a group of citizens (now the non-profit Preservation Clarkston), approached the Commission with a plan to work with Clarkston Schools and their construction trades program to renovate and restore the home. In exchange, Preservatio n Clarkston would coordinate the “swap” of property for 3.4 acres of available vacant land just south of the Bailey House adjacent to Independence Oaks. This plan, approved by the Parks Commission, would allow Clarkston Schools students to gain first-hand knowledge and experience in renovation and restoration of historic homes, while restoring a community landmark on Sashabaw Road. When the renovation is complete, Preservation Clarkston intends to sell the home (which will be on .73 acres once split from the park), and use those proceeds to renovate additional historic structures , with the students, within the Clarkston area. The 3.4 acres that OCPR will be acquiring as part of the “swap” are 2 adjacent parcels (1.59 and 1.8 acres), formerly both owned by Mr. Initzari. Mr. Initzari is donating one parcel to Oakland County Parks and Recreation, and has sold the other parcel to Preservation Clarkston, who in turn will use it to “purchase” the Bailey House. In summary, OCPR is converting .73 acres of grant-funded property (the Bailey House) to non-public outdoor recreation. To mitigate that conversion, OCPR will be acquiring, v ia Donation Agreement and Purchase Agreement, 3.4 acres of vacant property adjacent to Independence Oaks, which will help provide additional park connectivity. The location of the 2 new parcels helps expand the formerly point-to-point connection between Independence Oaks and Independence Oaks-North. Chairman McGillivray asked if there were any comments from the public on the Independence Oaks Bailey House Conversion Mitigation. Staff received one communication via email from Mr. Sam Moraco representing Preservation Clarkston. The following message was read into the record: My name is Sam Moraco. I am here on behalf of myself, the members of Preservation Clarkston, along with the Clarkston High School Construction Tech Program. We are here to support the conversion mitigation to save the Bailey House. We would like to thank the Commission for your continuing support of our efforts to save and restore the Bailey house. This project will allow our local students and residents an opportunity of a lifetime - to be involved in a community project doing a ground-up restoration of one of our founding families homes. Thank you. Hearing no further comments from staff or the public Chairman McGillivray closed the public hearing at 1:24 p.m. COMMUNICATIONS: Capital Improvement Expense Summary Fiscal Services Coordinator Jeff Phelps presented the Capital Improvement Expense Summary. This report lists the OCPR Commission Meeting May 6, 2020 Page 3 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 additional items on the agenda which would require the use of additional Unrestricted Ne t Position funds. The total Net Position as of March 31, 2020 is $24.4 million. Fiscal Services typically updates that information on a quarterly basis, but due to COVID-19 this information will be updated on a monthly basis. Moved by Mr. VanderVeen, supported by Mr. Jamian 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 Mrs. Long, supported by Mr. Kostin to approve Items 9 A through 9 N under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 03/31/2020 (FM 06 FY 20) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 03/31/2020 (FM 06 FY 20) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 03/31/2020 (FM 06 FY 20) D. Monthly Capital Equipment Report for Month Ending 03/31/2020 (FM 06 FY 20) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 03/31/2020 (FM 06 FY 20) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 03/31/2020 (FM 06 FY 20) G. CIP Approval Schedule Update H. Maintenance Management Plan Budget I. Monthly Purchasing Reports for Month Ending 02/29/2020 (FM 05 FY 20) J. Monthly Food & Beverage Vendor Sales Reports 02/29/2020 (FM 05 FY 20) 1. Katherine's 2. Fuller Oak Management K. Katherines Catering Contract Extension and Loan Deferment L. Pending Capital Improvement Project Report M. Fiscal Services FY 2020 2nd Quarter Forecast and Budget Amendments N. FY 2020 2nd Quarter Forecast Report AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: Resolution Approving National Parks and Recreation Month - July 2020 Moved by Mrs. Long, supported by Mr. VanderVeen to adopt the following resolution in support of proclaiming July 2020 as National Parks and Recreation Month and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS the Oakland County Parks and Recreation Commission’s mission is to provide all residents of Oakland County with recreational, leisure, and learning experiences, parks, open spaces, and facilities, OCPR Commission Meeting May 6, 2020 Page 4 resulting in a comprehensive county park system that enhances quality of life; and WHEREAS for over 50 years the Oakland County Parks and Recreation Commission has been providing innovative recreational experiences, facilities, and programs for the residents of Oakland County; and WHEREAS parks, recreation activities, and leisure experiences provide opportunities for young people to live, grow, and develop into contributing members of society; and WHEREAS parks and recreation create lifelines and continued life experiences for older members of our community; and WHEREAS parks and recreation generate opportunities for people to come together and experience a sense of community through fun recreational pursuits; and WHEREAS parks and recreation agencies provide outlets for physical activities, socialization, and stress- reducing experiences; and WHEREAS parks, playgrounds, nature trails, open spaces, community and cultural centers, and historic sites make communities attractive and desirable places to live, work, play, and visit, in a manner that contributes to our ongoing economic vitality; and WHEREAS parks, greenways, and open spaces provide a welcome respite from our fast-paced, high-tech lifestyles while simultaneously protecting and preserving our natural environment; and WHEREAS parks and recreation agencies touch the lives of individuals, families, groups, and the ent ire community, which positively impacts upon the social, economic, healt h, and environmental quality of our community. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission proclaims July 2020 as Park and Recreation Month and encourages all citizens to celebrate healthy, active lifestyles by participating in their choice of recreation and park activities. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. Update on OCPR Millage Renewal At the April 22, 2020 OCPR Commission meeting the Commission discussed placing this item on the November 3, 2020 ballot with a request for a millage of .25 for Parks and Recreation. If this item is placed on the November 2020 ballot the language needs to be submitted to the OC Clerk’s Office no later than 4:00 p.m. on Tuesday, August 11, 2020. The OCPR Commission would need to take action at the June or July Commission meeting so this can be sub mitted to the OC BOC and the Clerk’s Office by the required deadline. If we ask for a millage rate of .25 it would be considered an increase from the 2010 millage question. Corporation Counsel has advised that we will need to include the word “increase” in the ballot language because the millage proposal that was approved in 2010 was .2415. Corporation Counsel Attorney Jody Hall advised the statue is very clear - to be a renewal it has to be the same previously authorized millage rate. There was additional discussion on whether the new proposal should be referred to as a replacement or an increase, and depending on what term is used, which rate would be included in the ballot language. This item will be placed on the July OCPR Commission meeting agenda for the Commission’s consideration/approval. Chairman McGillivray requested staff to schedule a meeting with OCPR representatives, OC Board of Commissioners representatives - including both Republicans and Democrats, staff from the County Executive’s office and Corporation Counsel to discuss the details of the proposed ballot language for Oakland County Parks and Recreation’s 2020 millage renewal. OCPR Commission Meeting May 6, 2020 Page 5 Proposed Independence Oaks Bailey House Conversion Mitigation: Independence Oaks Property Conversion Mitigation Proposed Resolution Moved by Mr. Kostin, supported by Ms. Herzog to approve the following resolution to support the request to convert Michigan Natural Resources Trust Fund-Assisted property at Independence Oaks County Park and forward to the Oakland County Board of Commissioners for final approval: WHEREAS the Oakland County Parks and Recreation Commission received a grant (TF06-199) from the Michigan Natural Resources Trust Fund (“MNRTF”) for the acquisition of Independence Oaks-North; and WHEREAS MNRTF policy indicates that “Property acquired or developed with Michigan Natural Resources Trust Fund assistance shall be retained and preserved in its natural state including development needed to provide for outdoor public recreation use as set forth in the MNRTF application”; and WHEREAS MNRTF policy further indicates that “property acquired or developed with MNRTF assistance shall not be wholly or partially converted to other than public outdoor recreation use without approval of the Department of Natural Resources (DNR) and MNRTF Board and the implementation of mitigation measures approved by the DNR and the Board”; and WHEREAS a 135-year-old residential home (“the Bailey House”) located at 9965 Sashabaw Road, Clarkston, MI 48348 was acquired with MNRTF funding as part of the Independence Oaks -North property acquisition; and WHEREAS Preservation Clarkston and Clarkston Public Schools presented the Oakland County Parks and Recreation Commission with a plan to restore the Bailey House through the school district’s trades programming, to teach students skills and techniques for historic home repair, renovation and preservation; and WHEREAS Preservation Clarkston also presented Oakland County Parks and Recreation with a plan to swap the Bailey House property (.73 acres) for 3.4 acres of available property along Sashabaw Road and adjacent to Independence Oaks County Park to meet MRTF’s conversion mitigation requirements; and WHEREAS the mitigation property (3.4 acres) provides additional connectivity between Independence Oaks and Independence Oaks-North; and WHEREAS Oakland County Parks and Recreation has preliminary approval from the DNR for mitigation of this conversion with the identified 3.4 acres adjacent to the park. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the request to the Michigan Department of Natural Resources and the Michigan Natural Resources Trust Fund Board to convert .73 acres of MNRTF-assisted property at Independence Oaks County Park. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby request that the Oakland County Board of Commissioners support the request to the Michigan Department of Natural Resources and the Michigan Natural Resources Trust Fund Board to convert .73 acres of MNRTF- assisted property at Independence Oaks County Park. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting May 6, 2020 Page 6 Property Donation - Initzari Parcel 1 Moved by Mr. Jamian, supported by Ms. Herzog to approve the following resolution accepting the donation of 1.59 acres (parcel 08-03-401-008) by Michael Inzitari at Independence Oaks County Park and to forward it to the Oakland County Board of Commissioners recommending that it accept the donation of the 1.59 acres (08-03-401-008) and approve the Donation Agreement: WHEREAS Parks and Recreation was contacted by Michael Inzitari about his interest in donating a 1.59-acre parcel (08-03-401-008) on the east side of Independence Oaks County Park; and WHEREAS the parcel will increase connectivity between Independence Oaks and Independence Oaks-North; and WHEREAS the Clinton River stream flows through the parcel, linking the south end of Upper Bushman lake (Independence Oaks-North) and Crooked Lake (Independence Oaks); and, WHEREAS the parcel consists of wetlands identified by the National Wetlands Inventory including Forested, Scrub-Shrub and Emergent wetlands; and WHEREAS accepting donation of this parcel will add high-quality natural habitat which will be preserved by Parks and Recreation in perpetuity at Independence Oaks County Park. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the attached donation agreement. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends and requests the Oakland County Board of Commissioners to approve the attached donation agreement for parcel 08-03-401-008 (1.59 acres) located adjacent to Independence Oaks County Park. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. Property Purchase Agreement - Preservation Clarkston Parcel 2 Moved by Mr. Nash, supported by Mr. VanderVeen to approve the following resolution approving the purchase of 1.8 acres at Independence Oaks County Park (parcel 08-03-401-007): WHEREAS Preservation Clarkston is a domestic non-profit corporation created to bring the community together to protect and preserve the historical fabric of Independence Township, Michigan and the surrounding areas; and WHEREAS Preservation Clarkston is the owner of approximately 1.8 acres of vacant land located on Sashabaw Road in Independence Township (Parcel Identification Number of 08-03-401-007); and WHEREAS the Oakland County Parks and Recreation Commission (“OCPRC”) is the owner of a residential dwelling, located at 9965 Sashabaw Road, Independence Township, that has historic value and significance as it was supposedly one of the first houses built in the Township (“Bailey House”); and WHEREAS because of the historical value and significance, OCPRC spent approximately two years exploring numerous ways to preserve the Bailey House, including issuing a request for proposal to the public for preservation, deconstruction, or demolition; and WHEREAS OCPRC was contacted by Preservation Clarkston regarding a purchase and swap of property, which would provide benefits to both Parties; and OCPR Commission Meeting May 6, 2020 Page 7 WHEREAS in June,2018, OCPRC entered into an Agreement with MLC Building Company to “mothball” and maintain the Bailey House until a preservation plan could be determined; and WHEREAS A plan was created to preserve the Bailey House where OCPRC would transfer the Bailey House and approximately .73 acres of land to Preservation Clarkston and Preservation Clarkston would transfer 1.8 acres of land to OCPRC; and WHEREAS these transactions would provide many benefits to OCPRC and the community; and WHEREAS Preservation Clarkston plans to renovate and restore the Bailey House and use it as a real-world classroom for Clarkston Schools construction trades program; and WHEREAS OCPRC will gain an additional 1.8 acres (08-03-401-007) of high-quality natural habitat, further connecting Independence Oaks to Independence Oaks-North; and WHEREAS the 1.8-acre parcel consists of wetlands identified by the National Wetlands Inventory including Forested, Scrub-Shrub and Emergent wetlands; and WHEREAS the Clinton River stream flows through the 1.8-acre parcel, linking the south end of Upper Bushman Lake (Independence Oaks – North) to the north end of Crooked Lake (Independence Oaks); and WHEREAS through the attached purchase agreement high-quality natural habitat which will acquired and preserved by OCPRC in perpetuity; NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the attached purchase agreement. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends and requests the Oakland County Board of Commissioners approve the attached purchase agreement. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. REPORTS: Operational Plan for OCPR Facilities, Programs and Events for Summer 2020 Manager of Parks and R ecreation Operations Sue Wells thanked OC Health & Human Services Director Kathy Forzley for all her continued assistance, support and guidance to OCPR during the COVID-19 pandemic. Ms. Wells reviewed the list of the projected openings for OCPR facilities, parks, programs and events for the summer of 2020. Before making the decision on each of the openings, staff received input from several different agencies including the Center for Disease Control, local park and recreation agencies, the National Recreation and Parks Association, lifeguard agencies, and other professional organizations with which we are involved. All the decisions were not taken lightly, and at the end of the day, safety was the number one prio rity for staff and the patrons in Oakland County. Staff feels it is not in the best interest for both staff and the patrons to open the waterparks this summer. Several other local communities and organizations are also opting to not open their pools this summer. The biggest concern at the waterparks and the beaches is social distancing and lifeguard rescues. The OC Health Department advised they whole-heartedly supports OCPR not opening the waterparks this summer. The dates proposed for the opening of OCPR facilities will also depend on the when the Governor’s Stay Home, Stay Safe Executive Order is lifted. Ms. Wells also updated the Commission on OCPR essential workers, those workers that are working from home, and how staff would potentially be reporting back to work. OCPR Commission Meeting May 6, 2020 Page 8 Staff will continue to review and re-evaluate each location, event and activity and report back to the Commission on a monthly basis. Moved by Ms. Quarles, supported by Mrs. Long to receive and file the Operational Plan for OCPR Facilities, Programs and Events for Summer 2020. 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 there was a meeting of the Fiscal Sustainability Work Group prior to the Commission meeting. There is great concern about the status of the budget as a result of COVID- 19. Staff reviewed all the budget centers and identified estimated revenues and expenses thru the end of the budget year. Listed below are projected savings/reductions for FY 2020: Projected reduction in revenues is estimated at approximately $5,600,000 Projected reduction in expenditures is estimated at approximately $4,600,000 NOTE: This data is a snapshot in time as of the date of this meeting and is also very weather driven. Staff plans to provide the Commission an update on this information each month to show actual and projected numbers. Update on Proposed FY 2021-2023 OCPR Budget Executive Officer Daniel Stencil advised according to the FY2021-2023 budget schedule the conceptual approval of the OCPR budget will be on the June 3, 3020 OCPR Commission meeting agenda. It will then be sent to the OC Clerk and OC Board of Commissioners. Staff will continue to review the budget for any proposed amendments and will provide any updates prior to the Commission’s final approval of the budget at the August meeting. Report on OCPR Compliance - Office of Audit Compliance The Commission heard a report from staff from the Oakland County Office of Audit Compliance on the results of the 2019 OCPR Audit. The three major areas focused on for this audit included: 1. Overages and Shortages 2. Record Keeping and Training of Cash Handling Procedures 3. Compliance with the OCPR 2019 Cash and CPI Policy OCPR has approximately 300 employees that collect revenue that is entered into the systemwide point-of-sale system for 23 budget centers. Every year the Office of Audit Compliance and OCPR Supervisors meet to review procedures and determine any recommended modifications to ensure compliance with the cash handling process. Following the meeting this year and review of the audit, recommended modifications are being put into place throughout OCPR at all cash handling locations. Staff from the Office of Audit Compliance advised that a s a result of these new procedures there has been improvement each year in OCPR’s cash handling procedures. OCPR Commission Meeting May 6, 2020 Page 9 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, June 3, 2020 at 1:00 p.m. via teleconference. • The next OCPRC Executive Committee meeting is Monday, May 18, 2020 at 1:00 p.m. via teleconference. • Update on application for ORV Trail Improvement Fund Grant for the development of a parking lot along Dixie Highway at the ORV Park. Executive Committee Update Chairman McGillivray advised the discussion at the last OCPR Executive Committee meeting included the proposed Oakland County Parks and Recreation millage renewal, OCPR park passes during the COVID-19 Pandemic, update on the FY 2021-2023 Proposed Budget, and a possible revision to the Unrestricted Net Position Policy. Further discussion on possible revisions to this policy will be discussed at the June 3, 2020 OCPR Commission meeting. OLD BUSINESS: There was no old business to report. NEW BUSINESS: Executive Officer Dan Stencil advised the OC Farmers Market is now open on Sunday. He also advised there are OCPR staff and OC Sheriff Deputies present to help monitor crowds and social distancing. Mr. Jamian asked if OCPR will have sufficient masks available when staff starts returning to work once the Stay Home, Stay Safe Executive Order is lifted. Mr. Stencil advised the OC Emergency Operations Center has supplied a significant number of masks, thermometers and gloves for OCPR facilities. ADJOURNMENT: Meeting adjourned at 2:18 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary