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HomeMy WebLinkAboutMinutes - 2020.11.04 - 39400Oakland County Parks and Recreation Commission Regular Meeting November 4, 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 COMMISSION MEMBERS ABSENT : Nancy Quarles 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 John Haney, Recreation Program Supervisor Tom Hughes, Chief – Park Operations & Maint. - S. District Melissa Prowse, Supervisor of Planning Desiree Stanfield, Supervisor – Marketing & Communications OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. Jamian to approve the agenda as submitted. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Nash, supported by Mr. Jamian to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of October 7, 2020, as submitted. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. PUBLIC COMMENTS: Vice Chairman VanderVeen congratulated all those who were successfully re-elected in the November 3, 2020 General Election. Chairman McGillivray advised the Oakland County Parks and Recreation millage proposal passed in the November 3, 2020 General Election. He thanked Executive Officer Daniel Stencil, the OCPR staff, the Citizens for Oakland County Parks and Recreation volunteer group, OC BOC Chairman David Woodward and all those that assisted on their own time for all their efforts with the successful OCPR Millage campaign. OCPR Commission Meeting November 4, 2020 Page 2 Executive Officer Daniel Stencil advised staff will provide a debrief of the OCPR Millage campaign at the December 2, 2020 OCPR Commission meeting. He will also be looking for any comments the Commission may have on possible changes to existing practices and procedures moving forward for the next election in 10 years. COMMUNICATIONS: Capital Improvement Expense Summary Fiscal Services Coordinator Jeff Phelps advised due to the year-end process the financial reports are not available. However, he did provide some data from the Operating Statement for FY 2020. The FY 2020 Operating loss is $1,878,000 compared to the FY 2019 Operating loss which was $1,802,000. Despite the financial impact from COVID-19 on the Parks System the numbers look very well - Revenues are down but there were also a lot of savings on the Expense side. The full set of Fiscal Services Financial reports including FY 2020 year-end and the October statements will be provided at the December 2, 2020 OCPR Commission meeting. CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Kostin to approve Items 8 A through 8 J under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 09/30/2020 (FM 12 FY 20) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 09/30/2020 (FM 12 FY 20) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 09/30/2020 (FM 12 FY 20) D. Monthly Capital Equipment Report for Month Ending 09/30/2020 (FM 12 FY 20) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 09/30/2020 (FM 12 FY 20) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 09/30/2020 (FM 12 FY 20) G. FY 2020 and FY 2021 Maintenance Management Plan Budgets H. Monthly Purchasing Reports for Month Ending 08/31/2020 (FM 11 FY 20) I. Monthly Food & Beverage Vendor Sales Reports 08/31/2020 (FM 11 FY 20) 1. Katherine's 2. Fuller Oak Management J. Pending Capital Improvement Project Report AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: Request for FY 2021 Recreation Assistance Partnership Program (RAPP) Funds Moved Ms. LaFontaine, supported by Ms. Herzog to approve the continuation of the support for the Recreation Assistance Partnership Program (RAPP), and authorize the expenditure of the budgeted funds in Recreation Programs and Services in the amount of $200,000 for this program for FY 2021. OCPR Commission Meeting November 4, 2020 Page 3 AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Executive Officer Daniel Stencil advised staff will provide an analysis of historical OCPR Mobile Recreation RAPP programs and events which started in 1974. Moving forward staff will look at different offerings than what was provided historically, re-evaluate what was offered, and will modify the programs based on the environment and needs of the patrons. Staff will provide a report on this information at the January OCPR Commission meeting. Staff will be meeting with a liaison from each of the 62 communities in Oakland County to find out what they would like to see offered in parks and recreation programs – while being very careful regarding COVID-19 regulations. After these meetings with the local community’s staff will provide a report to the Commission on their findings. Proposed Renewal of Springfield Oaks Residential Lease - Terry Foshia Moved by Mr. Kostin, supported by Ms. Bagley to adopt the following resolution approving the Residential Lease with Terry Foshia for the Springfield Oaks Residential Property located at 12080 Clark Road, Davisburg, MI 48350 for a 5-year term effective January 1, 2021, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS the County of Oakland is the owner of Springfield Oaks County Park; and WHEREAS a 1,344-square foot house, identified as 12080 Clark Road, Davisburg, MI 48350, is located on the grounds of Springfield Oaks County Park; and WHEREAS it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 12080 Clark Road, Davisburg, MI 48350 to Terry Foshia for a period commencing January 1, 2021 through December 31, 2025; and WHEREAS under the terms and conditions of the attached Lease Agreement Terry Foshia will pay rent as follows: January 1, 2021 – December 31, 2021 $945.00 January 1, 2022 – December 31, 2022 $964.00 January 1, 2023 – December 31, 2023 $983.00 January 1, 2024 – December 31, 2024 $1,003.00 January 1, 2025 – December 31, 2025 $1,023.00 each month and pay all utility costs; and WHEREAS the Departments of Facilities Management and Corporation Counsel have r eviewed and/or prepared all necessary documents related to the attached lease agreement; and WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board o f Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreati on Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and Terry Foshia. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland C ounty Parks and Recreation Rental House Revenue fund line item. OCPR Commission Meeting November 4, 2020 Page 4 AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Proposed Renewal of Groveland Oaks Residential Lease - Robert Hatt Moved by Mr. VanderVeen, supported by Mr. Kostin to adopt the following resolution approving the Residential Lease with Robert Hatt for the Groveland Oaks Residential Property located at 6000 Grange Hall Road, Holly, MI 48442 for a 5-year term effective January 1, 2021, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS the County of Oakland is the owner of Groveland Oaks County Park; and WHEREAS a 1,100-square foot house, identified as 6000 Grange Hall Road, Holly, MI 48442, is located on the grounds of Groveland Oaks County Park; and WHEREAS it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 6000 Grange Hall Road, Holly, MI 48442 to Robert Ha tt for a period commencing January 1, 2021 through December 31, 2025; and WHEREAS under the terms and conditions of the attached Lease Agreement Robert Hatt will pay rent as follows: January 1, 2021 – December 31, 2021 $852.00 January 1, 2022 – December 31, 2022 $869.00 January 1, 2023 – December 31, 2023 $886.00 January 1, 2024 – December 31, 2024 $904.00 January 1, 2025 – December 31, 2025 $922.00 each month and pay all utility costs; and WHEREAS the Departments of Facilities Management and Corporation Counsel have reviewed and/or prepared all necessary documents related to the attached lease agreement; and WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and Robert Hatt. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting November 4, 2020 Page 5 Michigan Department of Natural Resources (MDNR) Off Road Vehicle (ORV) Trail Improvement Fund 2021 Grant Award Moved by Mr. Kostin, supported by Mr. Nash to adopt the following resolution accepting the grant from the Michigan Department of Natural Resources ORV Trail Improvement Fund and forward it to the Oakland County Board of Commissioners for approval and execution of the Project Agreement: WHEREAS in May 2020 Oakland County Parks and Recreation Commission (OCPRC) applied to the Michigan Department of Natural Resources (DNR) ORV Trail Improvement Fund for the development of the Dixie Ledge parking area at Holly Oaks Off-Road Vehicle (ORV) Park; and WHEREAS, Holly Oaks ORV Park is a partnership between the Michigan Department of Natural Resources and Oakland County Parks and Recreation Commission; and WHEREAS, the Michigan DNR owns the Holly Oaks ORV Park property and Oakland County Parks and Recreation operates the park through a 20-year Operating Agreement with the DNR; and WHEREAS, on-site parking has been utilized in a temporary location and configuration while more permanent parking facilities have been designed; and WHEREAS, modifications will be made to the Dixie Ledge p arking area to lower the grade and/or create a berm to help contain dust and sound on the property; and WHEREAS, OCPRC will complete the parking lot project in phases as funding is available. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission hereby recommends that the Oakland County Board of Commissioners approve and accept the 2021 Michigan Department of Natural Resources ORV Trail Impro vement Fund grant award of $199,000 for the period of October 1, 2020 through September 30, 2021. AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. REPORTS: Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells advised the Fiscal Sustainability Work Group has been reviewing golf course operations and also use of the golf courses for 2020. Chief of Parks Operations & Maintenance Tom Hughes made a presentation on OCPR Golf Courses, Conference Centers, Grill Room, and Concessions. This included timelines, revenues, expenditures, impact of COVID-19 on OCPR facilities and activities, requirements/restrictions from Oakland County Health Department, golf leagues, golf outings, individual play at the golf courses, golf cart rentals and possible changes for 2021. Request for Proposal (RFP) to Retain a Consultant to Evaluate Golf Course Operations After an extensive discussion on a recommended Request for Proposal (RFP) for a consultant for golf operations, the Commission requested this item be postponed and considered at the December 2, 2020 OCPR Commission meeting. Moved by Mrs. Long, supported by Mr. Kostin to postpone action on the Request for Proposal (RFP) to Retain a Consultant to Evaluate Golf Course Operations until the December 2, 2020 OCPR Commission meeting. OCPR Commission Meeting November 4, 2020 Page 6 AYES: Bagley, Herzog, Jamian, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Vice Chairman VanderVeen advised there is a possibility that funds would be available as a grant through Oakland County Economic Development to cover the cost of a golf consultant. Staff will provide a report on the reimbursement for COVID-19 Expenses at Parks and Recreation at the December OCPR meeting. Activity Participation and Program Review & Day Use Parks Report Chief of Park Operations and Maintenance-North District Jim Dunleavy, Chief of Park Operations and Maintenance- South District Tom Hughes, and Recreation Program Supervisor John Haney, 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 Holly Oaks ORV Park including: • Noise Level/Sound Update: Including training, testing, procedures, equipment and practices • Seasonal Hours • Parking Lot Improvements • Corporation Rentals in November/December • Thank you to: - Holly Powersports for vehicles for sound testing/training, and flags/mounts for park vehicles - American Expedition for the donation of Recovery Kits 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 will be Wednesday, December 2, 2020 at 1:00 p.m. via teleconference. • The next OCPRC Executive Committee meeting is scheduled on Monday, November 16, 2020 at 1:00 p.m. via teleconference. • November OCPR Commission Agenda packet cover detailing 2020 OCPR Millage Public Awareness Events, which was created by OCPR Graphic Artist Garrett Ebbeling. • Springfield Oaks Activity Center Well Replacement project will be presented to the Commission in January 2021 • Update on 2020 National Recreation and Park Association Virtual Conference • Normandy Oaks Sneak Peek Event on October 31, 2020 Executive Committee Update Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included golf operations, the possibility of hiring a consultant to review golf operations, and the November 4, 2020 OCPR Commission meeting agenda items. In addition, Chairman McGillivray advised at the December OCPR Commission meeting there will be a closed session for OCPR Executive Officer’s annual evaluation. OLD BUSINESS There was no old business to report. OCPR Commission Meeting November 4, 2020 Page 7 NEW BUSINESS Manager of Parks and Recreation Operations Sue Wells advised as a result of the 2020 OCPR millage approval, OCPR staff will be distributing the free OCPR annual vehicle permits starting Monday, November 9, 2020 to senior citizens 62 years and older, persons with permanent disabilities, active military and veterans at specific OCPR park locations. ADJOURNMENT: Meeting adjourned at 2:34 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary