HomeMy WebLinkAboutMinutes - 2020.08.05 - 39397
Oakland County Parks and Recreation Commission
Regular Meeting
August 5, 2020
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:05 p.m.
via teleconference.
COMMISSION MEMBERS PRESENT:
Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Secretary Ebony Bagley, Amanda Herzog,
Gregory Jamian, Robert Kostin, Andrea LaFontaine, Jim Nash, Nancy Quarles
COMMISSION MEMBERS ABSENT :
Executive Committee Member Christine Long
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Phil Castonia, Chief – Business Operations
Sarah Cook-Maylen, Natural Resources Coordinator
Mike Donnellon, Chief – Park Facilities Maint. & Development
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
OC Corporation Counsel Jody Hall, Financial Attorney
OC Facilities Management Paul Zachos, Property Management Specialist
OC Board of Commissioners Barbara Winters, Sr. Board of Commissioners Analyst
Amy Aubrey, Board of Commissioners Analyst
Oakland County Fair Board LC Scramlin, General Manager
OC Residents Kurt and Maura Jung
APPROVAL OF AGENDA:
Moved by Ms. Quarles, supported by Ms. Bagley to approve the agenda as submitted.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the minutes of the Oakland County Parks
and Recreation Commission Regular Meeting of July 1, 2020, as submitted.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
OCPR Commission Meeting
August 5, 2020
Page 2
PUBLIC COMMENTS:
LC Scramlin of the Oakland County Fair Board provided an update on the Oakland County Fair Exhibitor Only
Competition that was held this year in lieu of the Oak land County Fair due to COVID-19. He expressed his
appreciation to Oakland County Parks and Recreation staff and the staff at the Oakland County Health Department
for all their assistance in the coordination and planning for the 10-day event, and for helping to make it a huge
success.
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. The Commission received and filed the Capital Improvement Expense
Summary Report.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Mr. Jamian to approve Items 8 A through 8 L under Consent Agenda,
as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
06/30/2020 (FM 09 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
06/30/2020 (FM 09 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
06/30/2020 (FM 09 FY 20)
D. Monthly Capital Equipment Report for Month Ending 06/30/2020 (FM 09 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
06/30/2020 (FM 09 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 06/30/2020 (FM 09 FY 20)
G. CIP Approval Schedule Update
H. Maintenance Management Plan Budget
I. Monthly Purchasing Reports for Month Ending 05/31/2020 (FM 08 FY 20)
(No Contract Activity Log Included / No Activity)
J. Monthly Food & Beverage Vendor Sales Reports 05/31/2020 (FM 08 FY 20)
(NO ACTIVITY / NO REPORTS SUBMITTED Due to COVID-19)
1. Katherine's
2. Fuller Oak Management
K. Proposed OCPR Budget Amendment for Natural Resources Management
L. Pending Capital Improvement Project Report
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
Proposed Resolution Approving OCPR 2020 Millage Renewal Ballot Language
OCPR staff presented a brief history of the Oakland County Parks and Recreation millage, and also provided
information on the reasons OCPR is requesting an increased millage on the November 3, 2020 ballot. Oakland
County Parks and Recreation is in need of additional funding to manage its nearly 7,000 acres of parks, recreation
facilities and amenities. Increasing the millage to .35 mills (from the currently rolled back .2310) will provi de the
OCPR Commission Meeting
August 5, 2020
Page 3
Commission and staff with funding to refresh current park system assets, move ahead on deferred construction
projects, purchase new equipment and steward our natural resources and open space. In addition, with an increase
to .35 mills, several new initiatives are being planned, including:
• Providing free day-use park entry to Oakland County seniors (62 and over), active military and veterans, and
residents with permanent disabilities
• Creating a Trailways Fund to assist local communities with their trail projects
• Creating a Community Partnerships and Park Development Fund to provide cash assistance to local
communities for park development as well as inc reasing the capacity of the Recreation Assistance
Partnership Program
• Creating an Invasive Species, Conservation and Sustainability Fund to support the treatment and eradication
of invasive species throughout Oakland County
Moved by Mr. Jamian, supported by Mr. Kostin to approve the following resolution approving the
proposed ballot language for the Oakland County Parks and Recreation Commission millage proposal
on the November 3, 2020 general election ballot, and forward it to the Oakland County Board of
Commissioners for final approval:
WHEREAS the existing Oakland County Parks and Recreation millage (.2310 mills) will expire
December 31, 2021; and
WHEREAS, the mission of the Oakland County Parks and Recreation Commission is to provide quality
recreation experiences that encourage healthy lifestyles, support economic prosperity, and promo te the
protection of natural resources; and
WHEREAS, in a 2017 county-wide survey, the citizens were very supportive of the actions of the Oakland
County Parks and Recreation Commission, including: fixing up and repairing older structures and
playgrounds, fixing up and repairing roads and parking lots, making facilities more accessible for everyone,
creating new trails and boardwalks, and protecting and preserving open space and the environment; and
WHEREAS, millage funding is needed in order to meet the mission of the Oakland County Parks and
Recreation Commission and the needs and requests of the citizens of Oakland County; and
WHEREAS, the Oakland County Parks and Recreation Commission recommends replacing the existing
millage and increasing the millage to .35 mills; and
WHEREAS, the mileage rate of .35 mills will allow the Oakland County Parks and Recreation Commission to
refresh current park system assets, continue to steward natural resources and open space, move ahead on
deferred construction projects, and purchase equipment to perform park maintenance; and
WHEREAS, increasing the millage to .35 mills will allow for the funding of new initiatives, including prov iding
free day-use park entry to seniors (62 and over), active military and veterans, and persons with permanent
disabilities; funding trail development throughout Oakland County, supporting local park development, and
supporting the treatment and eradication of invasive species throughout Oakland County; and
WHEREAS Oakland County Corporation Counsel has reviewed and approved the proposed ballot language.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby
approves the following ballot question and recommends that the Oakland County Board of Commissioners
approve the following ballot question to be placed on the ballot for the November 3, 2020 General Election:
The Oakland County Parks System includes 7,000 acres and 80 miles of trails preserving and
protecting the environment. There are 13 Oakland County Parks and recreational activities
throughout the County including campgrounds, dog parks, golf courses, water parks, and mobile
recreation units.
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August 5, 2020
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To continue to provide revenue to the Oakland County Parks and Recreation Commission, shall the
current millage, which has been reduced by required rollback, be replaced and increased to .35 mills
for 10 years from 2020 to 2029? The .35 mills is equal to 35 cents per $1,000.00 of taxable value.
The millage, if approved and levied, will generate approximately $22,026,860.00 in 2020.
The purpose of the millage is to improve, operate, and maintain parks, open space and water areas,
trails, and recreation facilities; to allow for free day-use park admission for seniors (62 and over),
military, veterans, and residents with permanent disabilities; to expand trails; to enhance local
recreation programs; and to increase environmental conservation and recreation activities. Revenue
from this millage will be disbursed only to the County of Oakland to be used solely for the purpose of
funding the Oakland County Parks and Recreation Commission with external audits and oversight by
the Oakland County Board of Commissioners.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
CIP/Maintenance Project Approvals:
Red Oaks Waterpark - Sanitary Pump Station (Construction Approval)
Moved by Mr. VanderVeen, supported by Mr. Jamian to approve an increase to the previously approved
contract to C.E Gleeson Contractors, of Troy MI, in the amount of $239,800.00, for the installation of the
required Red Oaks Waterpark – Sanitary Pump Station and directional bore, for a total project amount of
$1,904,879.00, including the replacement of the existing children’s water playground feature an all necessary
engineering design.
Item Vendor Contract Amount
Sanitary Pump Station (Base Bid #2) CE Gleeson Construction Public Bid 218,000.00
10% Contingency CE Gleeson Construction $21,800.00
Total Contract Award $239,800.00
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
Recommendation on Waterford Oaks Greenhouse Demolition/Deconstruction
Moved by Ms. LaFontaine, supported by Ms. Quarles to award a contract to Inner City Contracting, Inc. of
Detroit, Michigan in the amount of $44,250.00, with an additional 10% contingency for the demolition and site
restoration of the Waterford Oaks Greenhouse structures, for a total project amount of $54,885.00.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
OCPR Commission Meeting
August 5, 2020
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Potential Property Donation - Rose Township
OCPR staff was recently contacted about a potential property donation in Rose Township. Staff has worked with the
property owners on a potential green infrastructure and trail connectivity plan in Rose and Highland townships. The
proposed donation parcel is 32 acres and is known as the “Water Road Parcel.” The property is adjacent to the
Michigan Nature Association’s Big Valley Preserve. The parcel is along the rail corridor that runs adjacent to
both Rose Oaks and Highland Oaks county parks. The parcel is land-locked and accessible only via
uncertified “rights-of-way.” Staff is working to obtain more information from the Road Commission on the use of these
rights-of-way. There will be a conservation easement on the property, held by a land conservancy, that will limit
development. A parking lot will not be allowed, and access will be pedestrian only. A single connector trail through
the property is allowed in the conservation easement, but no additional trails would be permitted.
If OCPR does not accept the parcel, there is a land conservancy that is interested in possibly accepting and managing
the property. If a connector trail plan is developed for this area (to connect Rose Oaks and Highland Oaks), OCPR
could work with the land conservancy to create that co nnectivity through the property. The parcel is not currently
connected to any other Oakland County Parks and Recreation properties.
The Commission discussed the options available for this property and recommended postponing action to a later
meeting. The Commission also requested staff provide any information available on possible restrictions the property
owners would place on the parcel such as mineral rights, easements, etc.
Moved by Mr. Kostin, supported by Mr. VanderVeen to postpone consideration of this item until the
September 2, 2020 OCPR Commission meeting.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
Sponsorship Agreement with Magna Powertrain of America, Inc. for Holly Oaks ORV Park Feature Development
Moved by VanderVeen, supported by Mr. Kostin to approve the sponsorship agreement with Magna for
the development of an ORV feature at Holly Oaks ORV Park.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
REPORTS:
Update on Operational Plan for OCPR Facilities
Executive Officer Stencil provided an updated report on the status of the Operational Plan for OCPR parks and
facilities due to COVID-19. Mr. Stencil also advised that due to staff shortages and a limited candidate pool for hiring
OCPR may have to shorten hours of operations, as close facilities earlier, and possibly defer some of the fall
programs at the two campgrounds. Staff will have more information in the next week or two and will be able to provide
an update to the Commission.
Fiscal Sustainability Work Group
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August 5, 2020
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Manager of Parks and Recreation Operations Sue Wells reported to the Commission the items discussed at the Fiscal
Sustainability Committee meeting held before the August 5 OCPR Commission meeting and the status of the current
revenues and expenses for FY 2020.
The following financial reports were submitted:
• OCPR FY2020 Financial Activity Comparison for March – June 2020
• FY2020/2019 Financial Activity Monthly Comparison – June 30, 2020
• FY2020/2019 Financial Activity Monthly Comparison – June 30, 2020 (Charges for Services Revenue)
• FY2020/FY2019 Financial Activity Monthly Comparison by Program/Department - (with Depreciation)
• FY2020/FY2019 Financial Activity Monthly Comparison by Program/Department - (without Depreciation)
Activity Participation and Program Review
Chief of Park Operations and Maintenance-North District Jim Dunleavy, Chief of Park Operations and Maintenance-
South District Tom Hughes, and Chief of Recreation Programs and Services Brandy Sotke-Boyd provided an update
on the OCPR parks, facilities, events, and programs.
Natural Resources Management Update Report
Natural Resources Coordinator Sarah Cook Maylen provided a presentation outlining natural resource related
activities and progress within the OCPR park system. Topics covered in the presentation included:
• Overview of Natural Resources Assets
• Natural Resources Goals
➢ Long-term Ecological Function and Stewardship of OCPR Natural Systems
➢ Promoting Quality Recreational Experiences
• How to Accomplish OCPR Goals
• FY2019/2020 Accomplishments
• Looking Ahead
Holly Oaks ORV Park Update – VERBAL
Staff provided an update on the activity and development occurring and planned at Holly Oaks ORV Park, including
the filming of a commercial for the new Ford Bronco vehicle. At this time the park’s public opening is anticipated to be
Thursday, September 17, 2020.
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, September 2, 2020 at 1:00 p.m. via teleconference.
• The next OCPRC Executive Committee meeting is scheduled on Monday, August 17, 2020 at 1:00 p.m. via
teleconference.
• Update on Little Libraries at Oakland County Parks
• Proposed OCPR Annual Report schedule
• Status of Recreation Assistance Partnership Program (RAPP) applications
• Status of report by staff on COVID-19 grant applications
• Genesee County Road Commission countywide ORV ordinance
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the review of
the agenda for the August 5, 2020 OCPR Commission meeting and the proposed millage ballot language for the 2020
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August 5, 2020
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Oakland County Parks and Recreation millage renewal.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no new business to report.
CLOSED SESSION:
The Closed Session to discuss the Update from OCPR Property Acquisition and Management Group was postponed
to a later date, to be determined.
ADJOURNMENT:
Meeting adjourned at 2:55 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary