HomeMy WebLinkAboutMinutes - 2021.02.03 - 39403Oakland County Parks and Recreation Commission
Regular Meeting
February 3, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:03 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 (10)
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
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
Taubman Corporation Kelsey Keifer
Linda Cavanaugh
Daniel Jones
Waterford Chamber of Commerce Marie Hauswirth
Groveland Township Robert DePalma, Supervisor
Holly Township George Kullis, Supervisor
Golf Convergence James Keegan
Citizens for OC Parks Joe Figa
Portia Fields Anderson
Sue Kici
A. David Baumhart
Miller Canfield Jeffrey S. Aronoff
Robert W. Baird Company Brian Lefler
Road Commission for Oakland County Sam Fitzer
Gary Piotrowski
APPROVAL OF AGENDA:
Moved by Mr. Kostin, supported by Mrs. Quarles to approve the agenda with the following
changes:
Add under REPORTS:
11 A. Fiscal Sustainability Work Group
1. Update from Golf Convergence on OCPR Golf Operations
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February 3, 2021
Page 2
2. Report on Waterford Oaks Waterpark
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 Mr. VanderVeen, supported by Ms. Quarles to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of January 13, 2021, as submitted.
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS/RECOGNITIONS:
Twelve Oaks Mall Staff Contribution Program - Donation of $500
Executive Officer Daniel Stencil recognized Kelsey Keifer, Linda Cavanaugh and Daniel Jones of the Taubman
Corporation for their contribution of $500 to Oakland County Parks and Recreation. The contribution was a result of
the Taubman/12 Oaks employee group donation program and was provided to help OCPR continue providing events
and safe parks throughout Oakland County.
Citizens for Oakland County Parks 501c4 - Thank you/Appreciation
Mr. Stencil presented a plaque to the Citizens for Oakland County Parks 501c4 organization for all their dedicated
efforts in helping to promote and successfully pass the 2020 Oakland County Parks and Recreation Millage.
Chairman McGillivray thanked all the members of this organization for their hard work, efforts and dedication in
helping to pass the millage proposal.
Proclamation in Appreciation of Adversity to Triumph - Waterford Chamber of Commerce
Marie Hauswirth, President of the Waterford Chamber of Commerce, presented a Proclamation in Appreciation of
Adversity to Triumph to Oakland County Parks and Recreation. The proclamation was presented for OCPR
going above and beyond to service the Waterford community during the hard times of 2020 and 2021 during the
COVID-19 pandemic.
COMMUNICATIONS:
Capital Improvement Expense Summary
Moved by Mr. Kostin, supported by Mr. Nash 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)
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February 3, 2021
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Motion passed on a roll call vote.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Ms. Bagley to approve Items 9 A through 9 J under Consent Agenda,
as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 11/30/2020 (FM 02 FY 21) & 12/31/20 (FM 03 FY 21)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
11/30/2020 (FM 02 FY 21) & 12/31/20 (FM 03 FY 21)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
11/30/2020 (FM 02 FY 21) & 12/31/20 (FM 03 FY 21)
D. Monthly Capital Equipment Report for Month Ending & 12/31/20 (FM 03 FY 21)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
11/30/2020 (FM 02 FY 21) & 12/31/20 (FM 03 FY 21)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 12/31/20 (FM 03 FY 21)
G. Maintenance Management Plan Budget
H. Monthly Purchasing Reports for Month Ending 09/30/2020 (FM 12 FY 20)
I. Oakland Astronomy Club Agreement
J. Pending Capital Improvement Project Report
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous roll call vote.
REGULAR AGENDA:
Oakland County Parks and Recreation Commission - Bonds for Park Capital Improvements
Over the past 10 years due to limited funding several maintenance projects in the OCPR parks system have been
postponed. As a potential option, the OCPR Commission and staff have been evaluating the feasibility of considering
bonds to help fund the postponed capital improvement and maintenance projects. Possible benefits going out for
bonds at this time would be potential savings through economies of scale by aggregating similar projects such as
asphalt repair/replacement of roadways, parking lots and trails , and also potentially saving by using today’s dollars
versus postponing these projects in the future.
Jeffrey S. Aronoff of Miller Canfield and Brian Lefler of Robert W. Baird and Company provided the Commission with
an overview of a proposal for possible bonding options for funding capital improvement projects in Oakland County
Parks.
Proposed FY 2022 CIP MMP Projects:
1. FY2022 Capital Improvement Program Plan (CIP) Net Position (Informational)
2. FY2022 Maintenance Management Plan (MMP) Operating Budget (Informational)
3. FY2022 Natural Resource Management Plan (NR), Operating Budget (Informational)
Moved by Mr. Kostin, supported by Mrs. Long to receive and file the proposed preliminary FY2022 Capital
Improvement Program, Maintenance Management Plan and Natural Resource Management
Programs/Projects list, detailed below to be further reviewed during the April 21, 2021 Commission Budget
Workshop.
CIP Programs/Projects subtotal $4,334,500
MMP Programs/Projects subtotal $684,800
NR Programs/Projects subtotal $856,000
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TOTAL PROJECTS $5,875,300
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous roll call vote.
Proposed FY 2022 Capital Equipment
Chief of Parks Operations and Maintenance-South District Tom Hughes presented a proposed FY2022 Capital
Equipment list. Capital Equipment consists of maintenance equipment, kitchen equipment and recreation equipment
over $5,000. The proposed Capital Equipment is for existing parks and does not include equipment that would be
necessary for potential future park developments or acquisitions. The presentation also provided information regarding
existing equipment that will be replaced along with the proposed equipment information. The Proposed Capital
Equipment budget for FY2021 is $607,500.
CIP/Maintenance Project Approvals:
1. Groveland Oaks – Sanitary Sewer Study Update & Proposal
a) Northwest (NW) Oakland Interceptor Study Update (Informational)
b) Groveland Oaks - Facility Sewer Connection Study Proposal (Approval)
Moved by Mr. Nash, supported by Ms. Quarles to approve a contract change amendment to Rowe
Professional Services, Inc. of Flint, Michigan, Con tract #4869, in the amount of $14,500 to complete an
engineering study to connect the various Groveland Oaks Park sanitary facilities to the proposed NW Oakland
Interceptor.
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous roll call vote.
Saginaw Bay WIN Grant Award for Mill Pond Dam Removal and Restoration Project
Moved by Ms. Charles, supported by Ms. Herzog to adopt the following resolution accepting the grant from
the Saginaw Bay Watershed Initiative Network and forward it to the Oakland County Board of Commissioners
for approval and execution of the Grant Agreement:
WHEREAS in December 2020 Oakland County Parks and Recreation Commission (OCPRC) applied
to the Saginaw Bay Watershed Initiative Network (WIN) for the Mill Pond Dam Removal and
Restoration project; and
WHEREAS Oakland County Parks and Recreation and Springfield Township jointly manage the Mill
Pond Dam and impoundment through an interlocal governmental agreement in which OCPRC
contributes 55% and Springfield Township contributes 45% for any needed repairs and maintenance;
and
WHEREAS in 2019 OCPRC and Springfield Township hired AECOM to conduct a feasibility study for
the dam, and that study recommended removal of the dam and restoration of the natural river
channel; and
WHEREAS removal of the dam and restoration of the river channel and adjacent wetlands will benefit
many native species including sunfishes, rainbow darter, rainbow mussel (speci es of state special
concern), Blandings turtle (state special concern), mudpuppy (state special concern) and Eastern
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February 3, 2021
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Massasauga Rattlesnake (federally threatened species); and
WHEREAS a grant from the Saginaw Bay WIN was awarded in January 2021 for $25,000 for the
dam removal and restoration project; and
WHEREAS additional grants are being applied for to help further offset the cost of the total project
(Capital Improvement Project #3128 SAC Millpond Dam Restoration), which has an estimated budget
of $1,647,600; and
WHEREAS the project is projected to begin in FY2022.
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
Saginaw Bay Watershed Initiative Network grant award of $25,000 for the period of February 2021
through June 30, 2027.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby
recommends that the Oakland County Board of Commissioners approve the following budget
amendment:
Parks and Recreation (Fund# 50800)
Revenues: FY2021
5060101-160000-690189 Capital Asset Contributions $25,000
$25,000
Expenses:
5060101-160000-796500 Budgeted Equity Adjustments $25,000
$25,000
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Nash, Quarles, VanderVeen (10)
NAYS: (0)
Motion passed on a unanimous roll call vote.
Holly Oaks ORV Park – Dixie Ledge Phase One Construction Parking Lot Project – Construction Approval
Moved by Ms. Quarles, supported by Ms. Herzog to award a contract change order to Fortress Foundations
LLC of Fenton, MI contract #5666 for the Holly Oaks Dixie Ledge Phase One Construction Parking Lot Project
in the not to exceed amount of $91,254 for a total project amount of $199,000 as detailed below:
Construction – Fortress Foundations LLC, Fenton MI (Annual Contract) $91,254
Construction - Compaction Testing Allowance (Annual Contract) $7,000
Material - Retaining Wall Allowance (Annual Contract) $38,500
Material – Asphalt Millings Allowance (Annual Contract) $24,000
15% Project Contingency $24,000
Total Project Cost: $184,754
AYES: Bagley, Charles, Herzog, Kostin, LaFontaine, Long, McGillivray, Quarles, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous roll call vote.
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REPORTS:
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells introduced JJ Keegan from Golf Convergence, the
consultant who is reviewing the business operations of OCPR Golf Operations. Mr. Keegan provided a summary of
his findings to date on the OCPR golf courses. He will be presenting his recommendation to the Commission at the
March 3, 2021 OCPRC meeting.
Ms. Wells also provided an update on the Fiscal Sustainability Work Group’s review and evaluation of Waterford Oaks
Waterpark.
The following reports were submitted:
• FY2021/2020 Financial Activity Monthly Comparison – November 30, 2020 and December 31, 2020
• FY2021/2020 Financial Activity Monthly Comparison – November 30, 2020 and December 31, 2020
(Charges for Services Revenue)
• FY2021/FY2020 Financial Activity Monthly Comparison by Program/Department - (with Depreciation)
• FY2021/FY2020 Financial Activity Monthly Comparison by Program/Department - (without Depreciation)
2020 Communications and Marketing Report & Presentation
Desiree Stanfield, Supervisor of Marketing and Communications provided the Oakland County Parks and Recreation
2020 Communications and Marketing Unit 2020 Annual R eport. Areas highlighted in the report included: public
relations, communications, marketing, promotions, branding, media relations, social media, photography, videography
and e-marketing as well as effort staff has undertaken to promote programs, facilities and events for Oakland County
Parks and Recreation.
2020 Report on Recreation Programs and Services Presentation
Chief of Recreation Programs and Services Brandy Sotke-Boyd provided the 2020 Annual Report on OCPR –
Recreation Programs and Services events and programs. The presentation included how staff adapted during the
COVID-19 Pandemic to provide nature education series events, scavenger hunts, virtual programs and Oaks on the
Road programming.
Oakland County Sheriff's Office-Parks Division 2020 Report
Oakland County Sheriff’s Office Lt. Sean Jennings provided the Commission the Oakland County Sheriff’s Office –
Parks Division 2020 Annual Report. He also included the 2020 Annual Report on the OCSO/OCPR Mounted Unit
Division.
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, March 3, 2021 at 2:00 p.m. via teleconference.
• The next OCPRC Executive Committee meeting is scheduled on Tuesday, February 16, 2021 at 1:00 p.m. via
teleconference.
• Grant opportunity at Springfield Mill Pond Dam
• Holly Oaks ORV Park vehicle lease options with General Motors
• Update on seasonal and part-time employment at OC Parks
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• Update on Bailey House construction and Ernst Barn relocation to Holly Township
• Meeting to discuss the lease at Red Oaks Nature Center and Park
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the Fiscal
Sustainability Work Group’s review and evaluation of the Waterford Oaks Waterpark, OCPR golf operations, and
review of the February 3, 3021 OCPR Commission meeting agenda items.
OLD BUSINESS:
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. LaFontaine, supported by Ms. Quarles to approve the following 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:
WHEREAS the County of Oakland is the owner of Independence Oaks County Park located in the Charter
Township of Independence, Oakland County; and
WHEREAS Parcel IDs 08-03-201-066 and 08-03-201-007 are part of Independence Oaks County Park; and
WHEREAS the Road Commission for Oakland County (“RCOC”) has requested two easements for the
development of a roundabout at the intersection of Sashabaw Ro ad and Oak Hill Road; and
WHEREAS the RCOC is requesting both a temporary construction easement as well as a permanent highway
easement for this project; and
WHEREAS the highway easement is for 3,780 square feet at the corner of Oak Hill and Sashabaw roads; and
WHEREAS the highway easement will not interfere with park use or park operation due to its location; and
WHEREAS Corporation Counsel has reviewed and/or prepared all necessary documents related to the
attached Easement Agreements; and
WHEREAS Parks Staff recommends that the Oakland County Parks and Recreation Commission accept and
approve the terms and conditions of the two attached Easement Agreements and forward the Easement
Agreements to the Oakland Board of Commissioners for acceptance and approval.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves
the attached Easement Agreements between the County of Oakland and the Road Commission for Oakland
County.
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BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission directs that the
attached Easement Agreements be sent to the Oakland County Board of Commissioners for acceptance and
approval.
AYES: Charles, Herzog, Kostin, LaFontaine, Quarles, VanderVeen (6)
NAYS: McGillivray (1)
Motion passed on a roll call vote.
NEW BUSINESS
Executive Officer Daniel Stencil informed the OCPR Commission of his intent to retire soon. The date has not yet
been determined. The date may be determined after a meeting he scheduled with the Oakland County Board of
Commissioners Chairman David Woodward and the OCPR Commission Chairman Gary McGillivray regarding
continuity and succession at Oakland County Parks and Recreation.
ADJOURNMENT:
Meeting adjourned at 4:29 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary