HomeMy WebLinkAboutMinutes - 2020.10.07 - 39399Oakland County Parks and Recreation Commission
Regular Meeting
October 7, 2020
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:02 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 :
None
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
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
Stephanie Mackey, Business Development Rep.
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor – Marketing & Communications
OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator
Oakland County 4H Fair Association LC Scramlin, General Manager
Additional Attendees Lane Bentsen
Kate Bailey
Janeen McDermott
APPROVAL OF AGENDA:
Moved by Mr. Kostin, supported by Ms. Quarles to approve the agenda with the following changes:
* Item 9K Revised Budget Schedule
* Item 10 B-1 Springfield Oaks HVAC Replacement: Amended Proposed Agreement with Oakland
County 4H Fair Association and revised Resolution
* Item 13 New Business: Letter from Groveland Township Regarding proposed Utility Extension from
Genesee County Heading South on Dixie Highway.
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. Jamian, supported by Mr. VanderVeen to approve the minutes of the Oakland County Parks
and Recreation Commission Regular Meeting of September 2, 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
October 7, 2020
Page 2
PUBLIC COMMENTS:
Chief of Business Operations Phil Castonia read an email sent to the Commission from Jill Benardick from
Madison Heights regarding Red Oaks Dog Park. She asked why it is closed for the winter, and also expressed
concern about the condition of the parking lot. Chairman McGillivray asked staff to follow up on the email and report
back to the Commission at the November Commission meeting. Executive Officer Daniel Stencil advised he would
have staff investigate and will provide the response at the next Commission meeting.
PRESENTATION:
Executive Officer Daniel Stencil advised mParks presented the Park Resource Leadership Award to Robert Lissner,
Jr. This award recognizes a member who demonstrates outstanding contributions in the area of maintenance practice,
equipment management, resource development and environmental stewardship. OCPR Maintenance Supervisor I
Robert Lissner, Jr. has worked for OCPR for nearly 35 years, and is responsible for the OCPR building HVAC
systems. Over the years, he earned several licenses, trained OCPR staff in new techniques and shared his knowledge
with students in Central Michigan University’s Recreation, Parks and Leisure Services Administration program.
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 are two items where funds are requested funds
from Unrestricted Net Position: 10 B-1 Springfield Oaks HVAC project in the amount of $36,550; and 10 B-3
Red Oaks Waterpark Splashpad Family Restroom Improvement in the amount of $64,638. The Unrestricted
Net Position balance as of August 31, 2020 is $20,853,000. The Commission received and filed the Capital
Improvement Expense Summary Report.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Ms. Quarles to approve Items 9 A through 9 K (as amended) under
Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
08/30/2020 (FM 11 FY 20)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 08/30/2020
(FM 11 FY 20)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 08/30/2020
(FM 11 FY 20)
D. Monthly Capital Equipment Report for Month Ending 08/30/2020 (FM 11 FY 20)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
08/30/2020 (FM 11 FY 20)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for
Month Ending 08/30/2020 (FM 11 FY 20)
G. Maintenance Management Plan Budget
H. Monthly Purchasing Reports for Month Ending 07/30/2020 (FM 10 FY 20)
I. Monthly Food & Beverage Vendor Sales Reports 07/30/2020 (FM 10 FY 20)
1. Katherine's
2. Fuller Oak Management
J. Pending Capital Improvement Project Report
K. Proposed FY 2022 OCPR Budget Schedule (as amended)
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
OCPR Commission Meeting
October 7, 2020
Page 3
Vice Chairman VanderVeen asked about the revenue numbers for the golf courses for 2020 and compared them to
several other courses in the area, including those in the private sector. He requested this item be placed on the next
Fiscal Sustainability committee agenda for its review.
Chairman McGillivray directed staff to prepare a written report on the 2020 golf course revenues for the Commission,
and to also submit it to the Fiscal Sustainability Committee for its review of the information.
REGULAR AGENDA:
Update on OCPR Millage Awareness
Business Development Representative Stephanie Mackey provided an update on the Oakland County Parks and
Recreation Millage ballot proposal for the November 3, 2020 election. 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.
Areas staff has been focusing on include:
• Signage
• eMarketing
• Voter Mailers
• Social Media
• News Releases
• Guest Video Testimonials
• Millage Awareness Events:
➢ September 11, 2020 Holly ORV
➢ October 2, 2020 Catalpa Oaks Trail Dedication
➢ October 8, 2020 Boat Cleaning Stations
➢ October 22, 2020 Bailey House Open House
➢ October 31, 2020 Normandy Oaks Celebration
CIP/Maintenance Project Approvals:
Springfield Oaks HVAC Replacement
Moved by Mr. Jamian, supported by Ms. Quarles to award the bid to the lowest qualified vendor, Conti LLC of
Sterling Heights, MI, for a not to exceed contract amount of $366,550 for Base Bid #1 and Alternate #2 for a
total project cost of $433,785 as follows:
Design/Engineering Hooker DeJong, Inc. $ 28,235
Base Bid #1 Conti LLC $354,000
Alternate #2 Conti LLC $ 12,550
Annual Contract – System Controls $ 3,000
10% Construction Contingency $ 36,000
Total Project Costs $433,785
And, move to approve additional funding from Unrestricted Net Position in the amount of $36,550; and
Move to adopt the following resolution approving the amendment to the Oakland County Parks and
Recreation Commission and Oakland County 4-H Fair Association Agreement for the Springfield Oaks
Activity Center HVAC Replacement Project, and forward it to the Oakland County Board of Commissioners
for final approval:
OCPR Commission Meeting
October 7, 2020
Page 4
WHEREAS the Oakland County Board of Commissioners, via MR# 16177, approved an Agreement with the
Oakland County 4-H Fair Association (the “Association”), which provides for the following: (1) the lease of the
Springfield Oaks Administrative Building/Building E; (2) the Cooperative Oakland County 4-H Fair Agreement;
(3) the license for indoor vehicle/boat storage; and (4) the license of Springfield Oaks Activity C enter Kitchen
(“Original Agreement”); and
WHEREAS subsequently the County and the Association entered into two amendments: (1) the
1st Amendment on May 25, 2017 for the re-paving of certain grounds at the Springfield Oaks Activity Center
(MR# 17159) and (2) the 2nd Amendment on April 19, 2018 to assist with the costs and labor associated the
Springfield Oaks Activity Center water quality project (MR# 18070); and
WHEREAS the Oakland County Parks and Recreation Commission and the Association desire to
amend the Original Agreement to permit the Association to fund installation of 50 -ton Variable Air Volume
(VAV) roof top unit (RTU) in the kitchen area of the Springfield Oaks Activity Center building for Oakland
County ; and
WHEREAS the funding and description of work associated with the Springfield Oaks HVAC project is codified
and described in the attached Amendment; and
WHEREAS the Department of Corporation Counsel has reviewed and/or prepared all necessary documents
related to the attached Amendment; and
WHEREAS, the Oakland County Parks and Recreation Commission wishes to enter into the attached
Amendment to permit the Association to fund the Springfield Oaks Activity Center HVAC project work.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
recommends the Oakland County Board of Commissioners approve and authorize the attached Amendment
with t he Association to fund installation of 50-ton Variable Air Volume (VAV) roof top unit (RTU) in the
kitchen area of the Springfield Oaks Activity Center building for Oakland County.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends
the Oakland County Board of Commissioners direct its Chairperson or designee to execute the attached
Amendment.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
Lyon Oaks Irrigation Well Replacement
Moved by Mr. VanderVeen, supported by Mr. Kostin to formally approve a change order to the existing
Oakland County contracted vendor, Mike Lalone, Inc., Contract #5259, in the amount of $34,506.64 for the
emergency replacement of the Lyon Oaks Irrigation Pond Well and Starter Panel.
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a roll call vote.
Red Oaks Splash Pad Family Restroom Improvement (Contingent Upon Millage Approval)
Moved by Ms. Bagley, supported by Mr. Kostin to increase the following County Contracted vendor contracts
for the necessary design/engineering, for the construction of the Red Oaks Waterpark Family
Changing/Restroom facility in the amount of $64,638.00 from Unrestricted Net Position, including the
necessary permits:
OCPR Commission Meeting
October 7, 2020
Page 5
Item Vendor Contract Amount
Architectural Design JFR Architects, Inc # 12,588.00
Mech, Elec, Plumbing Engineering Berbiglia & Associates, Inc # 7,900.00
Civil Engineering Nowak & Fraus Engineers, Inc # 3,008.00
Change Order CE Gleeson Constructors # 40,642.00
Permit Allowance 500.00
Total Award $64,638.00
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a roll call vote.
Moved by Mr. Jamian, supported by Ms. Herzog to grant conditional approval to increase the previously
approved contract to C.E Gleeson Contractors, of Troy MI, in the amount of $193,076.00, plus a 10%
contingency of $19,308.00 for a total of $212,384.00 for the construction of the Red Oaks Waterpark Family
Changing/Restroom facility, contingent upon a favorable Oakland County Parks and Recreation millage vote
November 3, 2020. The total project amount will be $64,638.00 + $212,384.00 = $277,022.00, including
design/engineering and permits.
Item Vendor Contract Amount
Family Changing/Restroom CE Gleeson Construction # $193,076.00
10% Contingency Owner $19,308.00
Total Contingent Award $212,384.00
AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a roll call vote.
Springfield Oaks-Davisburg Mill Pond Dam Removal & Restoration (Conceptual Approval)
Moved by Mr. Nash, supported by Mr. Jamian to grant conceptual approval of the 50% completed design
engineering drawings and opinion of construction costs for future project public comment, outreach, and
education, contingent upon the approval by the Charter Township of Springfield Board on October 8, 2020.
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 advised he had a conversation with Oakland County 4-H Fair Association
General Manager LC Scramlin, and he requested the roadbed be back in place before the 2021 Oakland County Fair.
Mr. Stencil advised OCPR staff will work with the Oakland County Fair Association on the construction schedule for
this project.
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 the COVID-19 pandemic.
OCPR Commission Meeting
October 7, 2020
Page 6
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells advised the Fiscal Sustainability Committee will be meeting
prior to the November OCPR Commission meeting. Staff will be meeting prior to that meeting to compile and review
the golf course numbers that were requested from the Commission. Additional items being reviewed by the Fiscal
Sustainability Committee include:
• Evaluating the current Michigan Executive Orders for Covid as they pertain to banquet centers. Staff
is currently waiting on further direction.
• Conducting a facility assessment of Waterford Oaks Waterpark including an evaluation of the mechanical and
structural facilities
• Staff will also prepare a report showing the attendance, expenditures and revenues for Waterford Oaks
Waterpark
The following reports were submitted:
• OCPR FY2020 Financial Activity Comparison for March – August 2020
• FY2020/2019 Financial Activity Monthly Comparison – August 31, 2020
• FY2020/2019 Financial Activity Monthly Comparison – August 31, 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 & Day Use Parks Report
Chief of Park Operations and Maintenance-North District Jim Dunleavy and Chief of Park Operations and
Maintenance-South District Tom Hughes provided an update on the OCPR parks, facilities, events, and
programs.
Holly Oaks ORV Park Update
Melissa Prowse, Supervisor of Planning provided an update on the activity at newly opened Holly Oaks ORV Park
including:
• Dust Control
• Noise Levels: Protocols for testing and awareness campaign
• Development of a plan for flag requirements
• Ribbon Cutting Event on September 11, 2020
• Grand Opening on Thursday, September 17, 2020
• Staff and Volunteer Appreciation Night
• Social Media Posts
• Adjusted Hours of Operation
➢ Saturday/Sunday only beginning October 24, 2020
➢ Operating through Thanksgiving weekend (closed Thanksgiving Day)
➢ Corporate rental/special use through the winter
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 two OCPR Commission meetings will be Wednesday, November 4, 2020 at 1:00 p.m. and
Wednesday, December 2, 2020 at 1:00 p.m. Both meetings will be via teleconference.
• The next OCPRC Executive Committee meeting is scheduled on Tuesday, October 20, 2020 at 1:00
p.m. via teleconference.
• Millage Awareness Events:
o OC BOC Boat Cleaning Program Press Conference – October 8, 2020 at Dodge Lake #4 in
Waterford Township at 12:00 p.m.
o Preservation Clarkston/Bailey House Open House – October 22, 2020 at 5:30 p.m.
OCPR Commission Meeting
October 7, 2020
Page 7
o Normandy Oaks Media Preview Event with the City of Royal Oak – Saturday, October 31, 2020 at
11:00 a.m. including self-guided tours
• Staff will provide an update on the Oak Wilt program in OCPR Parks.
• Update on media posts, interviews and news articles on OCPR millage proposal, Holly Oaks ORV Park,
and 2021 OCPR Budget approval
• November 3, 2020 is Election Day and is a County holiday - County offices will be closed.
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting focused on the review
of the agenda for the October 7, 2020 OCPR Commission meeting, and a few items that are being addressed at the
ORV Park including dust control and signage.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
Groveland Township Letter on Utility Extension from Genesee County
Executive Officer Daniel Stencil advised OCPR received a letter from Groveland Township Supervisor
Robert DePalma regarding a study the Township is working on with the Oakland County Water Resources
Commission. This study is to evaluate the feasibility and cost for extending sewer and water from Genesee County,
heading south on Dixie Highway to Grange Hall Road.
ADJOURNMENT:
Meeting adjourned at 2:38 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary