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HomeMy WebLinkAboutMinutes - 2021.01.13 - 39402 Oakland County Parks and Recreation Commission Regular Meeting January 13, 2021 Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:02 p.m. via teleconference. COMMISSION MEMBERS PRESENT: Chairman Gary R. McGillivray from Madison Heights, Vice Chairman J. David VanderVeen from Waterford Township, Secretary Ebony Bagley from Farmington Hills, Executive Committee Member Christine Long from Commerce Township, Yolanda Charles from Southfield, Amanda Herzog from Royal Oak, Robert Kostin from Clarkston, Andrea LaFontaine from Birmingham, Jim Nash from Farmington Hills, Nancy Quarles from Southfield. COMMISSION MEMBERS ABSENT : None (0) ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Phil Castonia, Chief – Business Operations Zach Crane, Architectural Engineer III 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 Desiree Stanfield, Supervisor – Marketing & Communications OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator Former OCPR Commission Member Gregory Jamian APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the agenda with the following changes: Add Items 13 A Proposed Purchase of FY 2021 Capital Equipment – Generac Mobile Generator 13 B Approval of REVISED 2021 OCPR Commission Meeting Dates/Times Schedule . AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mrs. Long, supported by Ms. Quarles to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of December 2, 2020, as submitted. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting January 13, 2021 Page 2 PUBLIC COMMENTS: There were no comments from the public. ELECTION OF 2021 OCPR COMMISSION OFFICERS Chairman McGillivray asked for nominations for temporary Chairman to conduct the election of officers. Moved by Ms. Long to appoint Mr. Kostin as temporary Chairman. Mr. Kostin adv ised he appreciated the nomination however he respectfully declined the nomination and recommended Mr. McGillivray conduct the elections. Chairman McGillivray requested nominations from the floor for the 2021 Officers for the OCPR Commission. Moved by Ms. Long, supported by Mr. Kostin to nominate Gary McGillivray as Chairman, J. David VanderVeen as Vice President and Ebony Bagley as Secretary as the 2021 Officers for the Oakland County Parks and Recreation Commission. There were no further nominations from the floor, therefore the nominations were closed. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a unanimous roll call vote. INTRODUCTION OF NEW OCPR COMMISSION MEMBERS Chairman McGillivray introduced Yolanda Charles, the new OCPR Commissioner who is a representative from the Oakland County Board of Commissioners. Ms. Charles advised she is was raised in Southfield, went to Southfield Schools, and served on the Southfield School Board of Education as a trustee for 10 years. Chairman McGillivray also announced former OCPR Commissioner Nancy Quarles was recently appointed to the Road Commission for Oakland County Board and will be the new RCOC representative on the OCPR Commission. Ms. Quarles is filling the position formerly filled by Gregory Jamian. . PRESENTATIONS: NACo Achievement Award – Red Oaks Nature Center Story Book Trail Chairman McGillivray re-presented OCPR staff with an Achievement Award from the National Association of Counties (NACo) for the Storybook Trail at the Red Oaks Nature Center. The award honors innovative and effective county government programs that strengthen services for residents using available resources. The project was funded by a $3,000 Healthy Recreation Catalyst Award from mParks (Michigan Recreation and Park Association), Blue Cross Blue Shield and the Michigan Department of Natural Resources. The creative team behind the project was Principal Planner Jon Noyes, Graphic Artist Garrett Ebbeling, Recreation Supervisor Mary Blumka, Park Naturalist Sarah Hudson, the nature education team and Chief of Recreation Programs and Services Brandy K. Boyd, and assisted by the Park Operation Team at Red Oaks led by Park Supervisor Matt Pardy and Assistant Park Supervisor Ryan Danescu. Recognition of OCPR Commission Member – Gregory Jamian Chairman McGillivray presented Gregory Jamian with a plaque in appreciation for his many years of dedicated service to the Oakland County Parks and Recreation Commission. Mr. Jamian served on the OCPR Commission as the representative from the Road Commission for Oakland County , as a member of the Oakland County Board of Commissioners, and also by appointment from the Oakland County Board of Commissioners. The Commission thanked Mr. Jamian for his dedicated work and his public service. OCPR Commission Meeting January 13, 2021 Page 3 COMMUNICATIONS: Capital Improvement Expense Summary Parks and Recreation Fiscal Services Coordinator Jeff Phelps advised there was a revision to the item previously included in the agenda packet, Page 23, Agenda Item #9. There are two items on the agenda that require additional funds from Unrestricted Net Position: Item #11B on Page 67 for a Springfield Oaks Well Replacement in the amount of $173,202; and Item #13A for a Mobile Diesel Generator Replacement in the amount of $2,135. The balance of Unrestricted Net Position as of October 31, 2020 $15.1 million. Mr. Phelps informed the Commission due to the year-end process only the financial reports from October 2020 are available. Financial reports from November and December 2020 will be presented at the February 3, 2021 OCPR Commission meeting. Moved by Ms. Herzog, supported by Mr. Kostin to receive and file the Communications Capital Improvement Expense Summary Report. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Nash to approve Items 10 A through 10 J under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 10/31/2020 (FM 01 FY 21) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 10/31/2020 (FM 01 FY 21) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 10/31/2020 (FM 01 FY 21) D. Monthly Capital Equipment Report for Month Ending 10/31/2020 (FM 01 FY 21) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 10/31/2020 (FM 01 FY 21) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 10/31/2020 (FM 01 FY 21) G Maintenance Management Plan Budget H. Monthly Purchasing Reports for Month Ending 10/31/2020 (FM 01 FY 21) I. Monthly Food & Beverage Vendor Sales Reports 10/31/2020 (FM 01 FY 21) 1. Katherine's Catering 2. Fuller Oak Management J. Pending Capital Improvement Project Report AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting January 13, 2021 Page 4 REGULAR AGENDA: Road Commission for Oakland County (RCOC) Easements - Independence Oaks (for the Oak Hill Roundabout Project) The Road Commission for Oakland County (RCOC) requested two easements at the northeast corner of Independence Oaks – North. One is a temporary/construction easement, and the other is a permanent highway easement for the new roundabout and road realignment. The permanent easement would result in a taking of park property and a conversion of grant-funded property at Independence Oaks – North, which was acquired with a grant from the Michigan Natural Resources Trust Fund (MNRTF). The net area of the highway easement is 3,870 square feet, or approximately 1/10 of an acre. The value of this easement is $378. Park staff and RCOC have been in conversation with the Michigan Department of Natural Resources (MDNR) about this project and the conversion, and it has been determined there is enough excess value in the Bailey House Conversion Mitigation project with the MDNR on behalf of the MNRTF that this 3,870 square foot easement can be incorporated into that current mitigation. Moved by Ms. Herzog, supported by Mrs. Long to approve the proposed resolution granting temporary and highway easements to the Road Commission for Oakland County for the construction of a roundabout at the intersection of Sashabaw and Oak Hill Roads. AYES: Kostin, LaFontaine, Long, VanderVeen (4) NAYS: Bagley, Charles, Herzog, McGillivray, Quarles (5) Motion failed on a roll call vote. Members of the Commission requested The Commission requested this item be placed on the February 3, 2021 meeting agenda, and also have a member of the Road Commission for Oakland County staff attend the meeting in order to answer some of the questions the OCPR Commission has regarding this project. CIP/Maintenance Project Approvals: 1. Springfield Oaks Activity Center Water System Emergency Well Replacement Moved by Ms. Herzog, supported by Ms. Quarles to award a contract change order to Frank Rewold and Sons Inc. of Rochester, MI contract #5474 for the Springfield Oaks New Water Well, (Base Bid #1) with a not to exceed amount of $210,802 for a total project cost of $223,202 as follows: Frank Rewold and Sons Inc. (Annual Contract) $210,802 Hubbell, Roth & Clark. Inc. (Annual Contract) $12,400 Total Project Costs $223,202 And, move to approve the additional funding for the project from Unrestricted Net Position in the amount of $173,202.00; and Move to contingently approve a contract change order to Frank Re wold and Sons, Inc. of Rochester, MI contract #5474 for Alternate A – Centrifugal Filtration System, with a not to exceed amount of $23,589.85, funded from Unrestricted Net Position. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting January 13, 2021 Page 5 Proposed Revisions to OCPR Volunteer Policy Moved by Ms. Herzog, supported by Ms. Bagley to approve and implement the proposed revised Oakland County Parks and Recreation Volunteer Policy. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Recommendation on Proposed Consultant for Golf Operations Moved by Ms. Quarles, supported by Ms. Bagley to approve the contact with Golf Convergence for the evaluation of the business operations of the golf courses at a cost not to exceed $23,250.00. A grant amount to be determined is still pending from Oakland County Ec onomic Development. The remaining amount will be charged to Administrative Services Contracted Services line item. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Update on Contracted Conference Centers Financial Situation Staff presented a report on the status of the outstanding debt from the OCPR Conference Center vendors. Requested information, as well as requests from both Fuller Oak Management and Katherine’s Catering to waive all or a portion of these debts. After review of the outstanding debts the Commission recommended setting a committee including members of the Oakland County Board of Commissioners, the Oakland County Parks and Recreation Commission and OCPR Staff to discuss these requests and possibly negotiate an agreement with these vendors. The Commission requested staff investigate and report back on what other grants the vendors have already received, and also report the total amounts to date these vendors are in the arrears before proceeding with any negotiations. Chairman McGillivray advised he will get in contact with the Oakland County Board of Commissioners to establish this committee and proceed with setting up a meeting to consider a settlement. REPORTS: Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells advised the Fiscal Sustainability Work Group will meet on January 25, 2021 via teleconference at 1:30 p.m. Topics that will be discussed at this meeting will be the Waterford Oaks Waterpark evaluation, the Golf Course Request for Proposal, and briefly discussing the bus program. The following reports were submitted: • FY2020/2019 Financial Activity Monthly Comparison – October 31, 2020 • FY2020/2019 Financial Activity Monthly Comparison – October 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) OCPR Commission Meeting January 13, 2021 Page 6 Natural Resources 2020 Report Sarah Cook-Maylen, Natural Resources Coordinator, provided a written report outlining the 2020 Natural Resources related activities and progress within the Oakland County Parks system. 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, February 3, 2021 at 2:00 p.m. via teleconference. • The next OCPRC Executive Committee meeting is scheduled on Tuesday, January 19, 2021 at 1:00 p.m. via teleconference. • Update on Oak Hill House • Report on 2020 OCPR/HCMA pass purchases • Update on Springfield Oaks Mill Pond Dam • Report on damage to fence at Rose Oaks County Park • Vibe Credit Union Coloring Contest Executive Committee Update Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the request from Oak Management on the waiver of their utility costs/fees, the possibility of hiring a consultant to review OCPR golf operations, and review of the January 13, 2021 OCPR Commission meeting agenda items. OLD BUSINESS Proposed Purchase of FY 2021 Capital Equipment - Generac Mobile Generator Moved by Mr. Kostin, supported by Ms. Herzog to approve the purchase of one (1) Generac Mo bile Diesel Generator from the Ramsay-Bliese Corp. of Santa Rosa, CA in the amount of $28,163.00 utilizing the remaining $26,027.67 in the FY2021 Capital Equipment budget and $2,135.33 from Unrestricted Net Assets. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Approval of REVISED 2021 OCPR Commission Meeting Dates/Times Schedule Moved by Ms. Bagley, supported by Ms. Charles to approve changing the time of the Oakland County Parks and Recreation Commission meetings from 1 pm. to 2 p.m. the first Wednesday of each month, except for July which is on the second Wednesday of the month. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting January 13, 2021 Page 7 NEW BUSINESS OCPR Executive Committee Moved by Mr. VanderVeen, supported by Ms. Herzog that the OCPR Commission Executive Committee remain the same: Gary R. McGillivray, Chairman; J. David VanderVeen, Vice Chairman: Ebony Bagley, Secretary; and Christine Long as Executive Committee Member. AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9) NAYS: (0) Motion passed. ADJOURNMENT: Meeting adjourned at 3:40 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary