HomeMy WebLinkAboutMinutes - 2020.06.03 - 39395
Oakland County Parks and Recreation Commission
Regular Meeting
June 3, 2020
Vice Chairman VanderVeen called the Oakland County Parks and Recreation Commission meeting to order at 1:08
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
Oakland County Fair Association LC Scramlin, General Manager
Genisys Credit Union Heather Pizzala
Linda Zabik
General RV Clarkston Supercenter Scott Robinson
APPROVAL OF AGENDA:
Moved by Mr. Kostin, supported by Ms. Bagley to approve the agenda as submitted.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Jamian, supported by Mr. Kostin to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of May 6, 2020, as submitted.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
LC Scramlin, General Manager of the Oakland County Fair Association, advised that due to the COVID-19 pandemic,
and for the safety of all involved, the Oakland County Fair Board voted to cancel the 2020 Oakland County Fair.
OCPR Commission Meeting
June 3, 2020
Page 2
The Fair Board will be working with the Oakland County Health Division and the OCPR staff on trying to have the
exhibitors to be able to complete their project on the fairgrounds, if possible, with no general public. As a last line of
defense, they will have an all virtual fair, with nobody at the fairgrounds at all. The OC Fair’s main focus has always
been to showcase the youth in Oakland County and hope to be able to maintain that practice.
Mr. Scramlin also advised the 2021 Oakland County Fair is scheduled on July 9-18, 2021 at Springfield Oaks County
Park.
PRESENTATIONS/RECOGNITIONS:
Sponsorship Recognitions:
Genisys Credit Union
Executive Officer Daniel Stencil presented a plaque to Heather Pizzala of Genisys Credit Union in recognition of its
2019 sponsorships for Oakland County Parks and Recreation totaling $10,250. Genisys Credit Union sponsored
events at the Oakland County Farmers Market; MSU Extension Series; Corn Roast; Trick-or-Treat Event; Food Truck
Rally series; the printing of reusable/recyclable plastic bags; and the Pet Vaccination Clinics and Make a Splash
Series at Waterford Oaks Waterpark.
Mr. Stencil also recognized the retirement of Linda Zabik, Manager of Corporate Social Responsibility for Genisys
Credit Union, who facilitated the sponsorships with OCPR for years.
Chairman McGillivray thanked Genisys Credit Union for their involvement in all the activities in the different
communities and parks in Oakland County, and then wished Linda Zabik well in her retirement.
General RV
Executive Officer Daniel Stencil presented a plaque to Scott Robinson in recognition of General RV – Clarkston
Supercenter for its 2019 sponsorship totaling $8,000 of activities at Groveland Oaks County Pa rk. General RV has
been the presenting sponsor of the Air Fair and Haunted Hallows for several years, and in 2020 was the presenting
sponsor of Groveland’s outdoor concert series and campground recreation programming.
On behalf of the Oakland County Parks and Recreation Commission Chairman McGillivray thanked Mr. Robinson for
General RV – Clarkston Supercenter’s participation at Groveland Oaks and look forward to working with them on
future projects.
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. The total Net Position balance as of April 30, 2020
is $23.4 million.
Moved by Mr. VanderVeen, supported by Mrs. Long 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.
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June 3, 2020
Page 3
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Ms. Bagley 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
04/30/2020 (FM 07 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 04/30/2020 (FM 07 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 04/30/2020 (FM 07 FY 20)
D. Monthly Capital Equipment Report for Month Ending 04/30/2020 (FM 07 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
04/30/2020 (FM 07 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 04/30/2020 (FM 07 FY 20)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 03/31/2020 (FM 06 FY 20)
J. Monthly Food & Beverage Vendor Sales Reports 03/31/2020 (FM 06 FY 20)
1. Katherine's
2. Fuller Oak Management
K. Pending Capital Improvement Project Report
L. FY2020 Postponed CIP & MMP Projects
M. FY 2020 2nd Quarter Contributions Report
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
REGULAR AGENDA:
Proposed FY 2021-2023 OCPR Budget:
1. Conceptual Approval of Proposed FY 2021-2023 OCPR Budget
2. Conceptual Approval of FY2021–FY2025 Capital Improvement Program Plan (CIP) Funded from Net Position;
and
Conceptual Approval of FY2021–FY2025 Maintenance Management Plan (MMP) Funded from Operating Budget
3. Conceptual Approval of Proposed FY 2021 Proposed Capital Equipment
Executive Officer Daniel Stencil and Fiscal Services Coordinator Jeff Phelps presented the proposed FY2021-FY2023
budget for conceptual approval which is the result of an ongoing process consisting of reviews of business
operations, financial planning, staff and Parks Commission input and review. The following are highlights of the
Proposed FY 2021-2023 OCPR Budget.
1) Property Tax Levy – Based on revised estimates of taxable value presented in the L-4029 form as
follows:
FY2021 - $13,765,000
FY2022 - $14,113,500
FY2023 - $14,113,500
Countywide taxable value is increased 4.49% over last year, from $60.2 billion to $62.9 billion and the
Headlee millage rollback reduces the millage to .2310 from the previous year’s .2329.
2) Salaries, Fringe Benefits and Operating Budget – The FY2021 budget includes no new position
changes. The operating budget includes the creation of the off-road vehicle park and a park partnership
transfer for Normandy Oaks.
The largest five operating expense line-items (other than salaries, fringe benefits or deprecation) are:
1. Security Expense $ 1,172,942
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June 3, 2020
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2. Grounds Maintenance $ 1,069,550
3. Indirect Costs $ 1,023,000
4. General Program Admin (Maint. Mgt.) $ 918,450
5. Info Tech Operations $ 573,327
3) Capital Impact on Fund Balance – The FY2020 annual Capital Improvement budget is set at
$1,558,750 and $282,500 for Capital Equipment is budgeted.
4) Planned Use of Balance – Planned Use of Balance is budgeted as follows:
FY2021 - $2,561,768
FY2022 - $2,259,128
FY2023 - $2,046,048
After review of the Proposed FY 2021-2023 OCPR Commission Budget Executive Officer Daniel Stencil advised due
to the COVID-19 pandemic staff may present amendments to some areas of the budget before it is presented for final
approval.
Moved by Mr. Kostin, supported by Mr. Nash to conceptually approve the Proposed FY 2021 Oakland County
Parks and Recreation Commission Budget in the amount of $28,033,484; the Proposed FY2021 Capital
Equipment Budget in the amount of $282,500; and the Proposed FY2021 Capital Improvement
Projects/Maintenance Management Plan Budget in the amounts of $1,558,750 for Capital Improvement
Projects and $918,450 for the Maintenance Management Plan, and forward it to the Oakland County Board of
Commissioners for inclusion in the Oakland County Executive’s recommended FY 2021 -2023 Proposed
Budget.
AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
Update on OCPR Millage Renewal
Executive Officer Daniel Stencil provided an update on the status of the proposed language for the OCPR 2020
millage renewal. Staff is working with the Board of Commissioners, the County Executive’s Office and Corporation
Counsel to finalize the ballot language. There are three options under consideration at this time which include a
millage rate of either .2310; .2329; or .35. This item will be presented to the OCPR Commission at the July 1, 2020
meeting, will be presented to the Board of Commissioners for its final approval, and then must be submitted to the
Oakland County Clerk’s Office by 4 p.m. on August 11, 2020 for the November 3, 2020 election.
Holly Oaks ORV Sponsorship/Donation Agreements:
Motor City Powersports Sponsorship Agreement
As part of the Request for Proposals put out in 2019, staff received 2 proposals for sponsorship of vehicles at Holly
Oaks ORV Park. MotorCity Powersports is sponsoring/donating two side-by-side vehicles for use at Holly Oaks ORV
Park. These vehicles will be provided to Oakland County Parks and Recreation for use in perpetuity, with recognition
to MotorCity Powersports for four years, the estimated life of the vehicles. MotorCity Powersports will maintain the
vehicles during the four-year recognition timeframe, and will then be donated to Oakland County Parks and Recreation
after the four-year period. The side-by-sides will be CanAm Defenders and will come equipped with safety lights,
emergency lights, gurney holder, safety kit, fire extinguisher and enclosed storage compartments. The vehicles will be
suitable for park maintenance as well as emergency response.
Moved by Mr. Kostin, supported by Mr. VanderVeen to adopt the following resolution recommending
approval of the Sponsorship/Donation Agreement with MotorCity Powersports for the sponsorship/donation of
two CanAm Defender vehicles for use at Holly Oaks ORV Park , subject to final review and approval from
Oakland County Corporation Counsel, and forward it to the Oakland County Board of Commissioners for final
approval:
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June 3, 2020
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WHEREAS the Oakland County Parks and Recreation Commission released an RFP in 2018 soliciting
potential partners, vendors, sponsors and donors for Holly Oaks ORV Park; and
WHEREAS MotorCity Powersports (1645 S. Telegraph Road, Bloomfield Hills, MI 48302) proposed the
donation of two Can-AM Defender MAX XT HD8 vehicles (or equivalent) for use at Holly Oaks ORV Park; and
WHEREAS the vehicles will be used for patrol, maintenance and tours of the park, and will also be equipped
for emergency rescue including safety lights, emergency lights, gurney holder, safety kit, and fire extinguisher;
and
WHEREAS MotorCity Powersports will be provided with recognition of this donation for a four-year period,
which is the estimated life cycle for the vehicles, with decals on the vehicles and recognition on signage at
Holly Oaks ORV Park; and
WHEREAS after the four-year recognition period MotorCity Powersports will donate and transfer ownership of
the vehicles to the Oakland County Parks and Recreation Commission.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves
the attached donation/sponsorship 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 sponsorship/donation for two
Can-AM Defender vehicles from MotorCity Powersports.
AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
America's Most Wanted 4x4 Sponsorship Agreement
As part of the Request for Proposals put out in 2019, staff received two proposals for sponsorship of vehicles
at Holly Oaks ORV Park. America’s Most Wanted 4x4 is proposing to sponsor (zero dollar) $0, two-year leases
for 2 Mahindra Roxors to be used at Holly Oaks ORV Park. Roxors are full-size off-road vehicles, which will be used
for supervisory purposes, routine patrols of the site, for some maintenance and also for tour activities at the park.
Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the Sponsorship Agreement with America’s
Most Wanted 4x4 for two proposed $0 (zero dollar) leases, for 2 Mahindra Roxors for two years.
AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
Proposed Budget Amendment for Donation of Inzitari Property at Independence Oaks
Moved by Mr. VanderVeen, supported by Mr. Nash to approve the recommendation of a FY 2020
budget amendment to recognize the capital contribution for the donation of property, 1.59 acres
(parcel 08-03-401-008) by Michael Inzitari, at Independence Oaks County Park:
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June 3, 2020
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PARKS AND RECREATION FUND (#50800)
Revenues: FY2020
5060101-160000-690189 Capital Asset Contributions $32,000
5060666-160666-665882 Planned Use of Balance (32,000)
$ - 0 - .
AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
REPORTS:
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an updated report on where OCPR stands
financially. Financial reports at the end of April listed OCPR’s expenses are $4,600,000 and revenues are
$5,600,000. The contact stations have opened, and the sale of annual vehicle permits has resumed, which provide an
opportunity to generate more revenue.
Moved by Mrs. Long, supported by Mr. VanderVeen to receive and file the Fiscal Sustainability Work Group
report.
AYES: Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
Update on Status of Operational Plan for OCPR Facilities
Manager of Parks and Recreation Operations Sue Wells presented an update on the status of the OCPR Operations
Plan for OCPR facilities, parks, programs and events for the summer of 2020 due to COVID-19. OCPR staff has
been working with the Oakland County Health Division and due to the concern regarding the lack of social distancing,
and for the safety of both patrons and staff, both OCRP waterparks will be closed for the summer. Also, due to the
inability to be able recruit, hire and train the lifeguards earlier in the season there would not be sufficient staff to safely
support the waterparks operations.
As a result of the recent Executive Order from the Governor: All five OCPR golf courses are open, we are now
allowing people in the pro shops, two people can now ride on a golf cart, food services will be limited to pre-made food
and beverages, campgrounds are scheduled to open on Jun e 25, staff has been taking reservations for both
individual and group sites at the campgrounds, the major contact stations are now open, modern restrooms will start to
open June 5, and the dog parks will open June 6. Other contact stations will open June 11, we will start taking
reservations for pavilions, and staff is looking at what small programs can be provided while still complying with the
Governor’s Executive Order. The non-guarded beach at Independence will open June 11, after the water is tested by
the OC Health Division, and staff will work with patrons to educate them on social distancing. Groveland Oaks non-
guarded beach will open when the campground opens, on June 25. Staff is currently working on a public relations
plan on these topics which will be sent out to the public.
Moved by Mr. Jamian, supported by Mr. VanderVeen to receive and file the Update on the Status of
Operational Plan for OCPR Facilities.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9)
NAYS: (0)
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June 3, 2020
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Motion passed on a unanimous voice vote.
Report on Status of Unrestricted Net Position Policy
OCPR Fiscal Services Coordinator Jeff Phelps presented a report on the status of the OCPR Unrestricted Net Position
Policy. As of April 30, 2020, the OCPR Unrestricted Net Position balance is $23,400,000 which is about $900,000
less
than the March 31, 2020 balance. The FY2020 amended budget is $28,695,760. The Unrestricted Net Position Policy
sets a recommended balance of funds to be set at 50% of the operating budget. The current requirement of
unrestricted funds is $14,347,880. As of April 30, the amount of unrestricted net position above the policy requirement
is $9,103,643.
There was discussion regarding the funds in reserve and the possibility of requesting an increase in the millage rate
for the 2020 millage renewal, or possibly going out for bonds. Mr. Phelps provided further explanation of the policy,
maintenance costs, deferred maintenance costs, projected balances at year-end, the timing of the revenues as a
result of the tax collection, and the time of year that experiences the most expenditures.
Moved by Mr. Jamian, supported by Mr. Kostin to receive and file the Report on the Status of Unrestricted Net
Position Policy.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
Proposed Alternatives to Recreation Assistance Partnership Program (RAPP)
Due to the COVID-19 pandemic many Oakland County Parks and Recreation events and programs were canceled or
put on hold for the safety and well-being of both OCPR patrons and staff. Chief of Recreation Programs and Services
Brandy Sotke-Boyd presented a list of proposed alternate options to the Recreation Assistance Partnership Program
(RAPP), and also the new OCPR Recreation Programs and Services Virtual Programming .
Staff has created virtual programs that are presented through Facebook, YouTube and the OCPR website that include
nature education, crafts, activities and informational videos, videos on historical topics in OCPR parks, and backyard
scavenger hunts. Each week includes a new video lesson, a themed craft, and a themed activity.
This year staff has planned a Camp-on-the-Go program which is an alternative to day camps. For the safety of
patrons and staff there will be no day camps or bus travel.
Moved by Mr. Nash, supported by Mrs. Long to receive and file the Proposed Alternatives to the Recreation
Assistance Partnership Program (RAPP), and new virtual programs as presented.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9)
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:
• The next OCPR Commission meeting is Wednesday, July 1, 2020 at 1:00 p.m. via teleconference.
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June 3, 2020
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• The next OCPRC Executive Committee meeting is Monday, June 15, 2020 at 1:00 p.m. via
teleconference.
• Article in LegalNews.com on the Holly Oaks ORV Park
• Award of the $10,000 2020 Double-Up Food Bucks Grant for the County Farmers Market from the Fair
Food Network’s for the 2020 Market season. This grant is a continuation of the grant we have received
the past several years from this program, which lets our market patrons utilizing food assistance benefits
to double the amount of fresh produce they are able to purchase at the market.
• Review and update of the Volunteer Agreements and Waivers for adults and minors
• Creation of a Friends Group for volunteers at the new Holly Oaks ORV Park
• OCPR Commission Meeting offsite locations: September 2, 2020 @ 1:00 p.m. Holly Oaks ORV Park/Mt.
Holly Ski & Snowboard Resort, and October 7, 2020 @ 1:00 p.m. Catalpa Oaks – OC South Health Division
Office
• Road Commission for Oakland County’s assistance with digital signage at the Oakland County Farmers
Market for parking and patron access
• Potential property donation or acquisition near Oakland County Parks
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the review of
the agenda for the June 3, 2020 OCPR Commission meeting and the proposed millage ballot language for the 2020
Oakland County Parks and Recreation millage renewal.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Commissioner Kostin presented the following topics for discussion:
• Suggested staff consider the sale of T-shirts at the new Holly Oaks ORV Park, which would include
OCPR information
• Public viewing and participation at OCPR Commission meetings
• Food and Beverage vendor request for deferral of rent and utilities
• The ability of patrons to use private caterer or bring in food at OCPR facilities
• If the Federal Government funding for COVID-19 would be available for Food and Beverage vendors to
cover their rent or utilities
ADJOURNMENT:
Meeting adjourned at 2:40 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary