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HomeMy WebLinkAboutMinutes - 2021.04.07 - 39405Oakland County Parks and Recreation Commission Regular Meeting April 7, 2021 Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:05 p.m. in the Oakland County Board of Commissioners Auditorium, located at 1200 N. Telegraph Road, Pontiac, MI 48341. COMMISSION MEMBERS PRESENT: Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Secretary Ebony Bagley, Yolanda Charles, Amanda Herzog, Andrea LaFontaine, Jim Nash, Nancy Quarles, E. Lance Stokes (9) COMMISSION MEMBERS ABSENT : Executive Committee Member Christine Long (1) ALSO PRESENT: Parks and Recreation Sue Wells, Interim Executive Officer Phil Castonia, Chief – Business Operations Jim Dunleavy, Chief - Park Operations & Maint. - N. District Brad Lowe, Seasonal Program Specialist Melissa Prowse, Supervisor of Planning OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator OC Corporation Counsel Jody Hall, Financial Attorney APPROVAL OF AGENDA: Moved by Ms. Quarles, supported by Ms. Bagley to approve the agenda as submitted. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Ms. Charles, supported by Mr. Nash to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of March 3, 2021, as submitted. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. PUBLIC COMMENTS: There were no comments from the public. PRESENTATIONS/RECOGNITIONS: Recognition of Brad Lowe, Long-term OCPR Part-Time Employee Chief of Park Operations and Maintenance-North District Jim Dunleavy presented a plaque to long-term part-time OCPR employee Brad Lowe. Mr. Lowe has worked part-time for Oakland County Parks and Recreation for 44 years and is currently the supervisor of the Campground Recreation Program at Addison Oaks Campground and County Park. His creativity and enthusiasm have entertained park visitors of all ages. Brad and his staff provide crafts, games, OCPR Commission Meeting April 7, 2021 Page 2 music, and other entertainment. He is also credited with creating the park system’s mascot, Oakie the Squirrel, and an Oakie Jr. puppet. The Commission thanked Brad Lowe for his many years of dedication and service to the residents of Oakland County. REVIEW OF PROPOSED FY 2022-2024 OCPR BUDGET (Part I ): FY 2022 Proposed Capital Equipment Budget Interim Executive Officer Sue Wells presented the Proposed FY 2022-2024 OCPR Capital Equipment Budget. The recommended amount for the Proposed FY 2022 Oakland County Parks and Recreation Capital Equipment is $607,500. Capital Equipment consists of maintenance equipment, kitchen equipment and recreation equipment more than $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 report included information on the existing equipment that will be replaced along with the list of new equipment proposed for FY 2022. The proposed equipment would come from the Capital Equipment Budget w hich is part of Unrestricted Net Position. Proposed Maintenance Management Plan Budget Interim Executive Officer Sue Wells presented the Proposed Maintenance Management Plan (MMP) Budget which included the Capital Improvement Program (CIP), Maintenance Management Plan (MMP), and the Natural Resource Management Plan (NR). This proposed budget included the FY2022-FY2026 Proposed Maintenance Management Plan (MM P) Operating Budget and is recommended in the amount of $684,800. The MMP Budget is funded in the Operations Budget under the Facilities Maintenance - General Program Administration line item. The FY2022 Proposed Natural Resource Management Plan (NR) Operating Budget is recommended in the amount of $866,000 and is funded in the Operations Budget and the Natural Resources – General Program Administration line item. The FY2022-FY2026 Proposed Capital Improvement Program Plan (CIP) Net Position is recommended in the amount of $4,406,000. The Capital Improvement Program Plan (CIP) is funded from Unrestricted Net Position and the amounts are depreciated after the projects are completed. The proposed grand total for all three sections of the Proposed Maintenance Management Plan Budget is $5,956,800. The FY2022 Project/Program Priority Categories for the proposed funding include the following: 1. Health and Safety 2. Regulatory 3. Customer Service-Operational Efficiency 4. Customer Service – Revenue Generation 5. Customer Service – Facility Enhancement Moved by Mr. VanderVeen, supported by Ms. Bagley to receive and file the FY2022 Proposed Capital Equipment Budget, the FY2022-FY2026 Proposed Maintenance Management Plan (MMP) Operating Budget, the FY2022 Proposed Natural Resource Management Plan (NR) Operating Budget, and the FY2022-FY2026 Proposed Capital Improvement Program Plan (CIP) Net Position. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting April 7, 2021 Page 3 COMMUNICATIONS: Capital Improvement Expense Summary Moved by Mr. VanderVeen, supported by Ms. Herzog to receive and file the Communications Capital Improvement Expense Summary Report. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. CONSENT AGENDA: Moved by Ms. Charles, supported by Ms. Bagley to approve Items 10 A through 10 L under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 02/28/2021 (FM 05 FY 21) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 02/28/2021 (FM 05 FY 21) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 02/28/2021 (FM 05 FY 21) D. Monthly Capital Equipment Report for Month Ending 02/28/2021 (FM 05 FY 21) E Monthly Revenue and Expenditure Average Comparison Report for Month Ending 02/28/2021 (FM 05 FY 21) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 02/28/2021 (FM 05 FY 21) G. Maintenance Management Plan Budget H. Monthly Purchasing Reports for Month Ending 01/31/2021 (FM 04 FY 21) I. Natural Resources Invasive Species Control J. Springfield Oaks ARC Flash Study and Labeling Project K. Pending Capital Improvement Project Report L. Springfield Oaks Mill Pond Dam Contract Increase Change Order AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: Proposed Policy for New OCPR Millage Initiatives With the passing of the OCPR millage increase in November 2020, several new initiatives were planned to be implemented during the current 10-year millage cycle. These initiatives are: 1. Free Annual Vehicle Permits for seniors (62+), active military, veterans and persons with permanent disabilities 2. Increased funding for invasive species management throughout Oakland County 3. Increased funding for Recreation Programs and Services activities throughout Oakland County 4. Development of a Trailways Grant Program to support trail development throughout Oakland County 5. Development of a Park Improvements Grant Program to support local community park development projects throughout Oakland County OCPR Commission Meeting April 7, 2021 Page 4 The first initiative does not require any additional funding and has been implemented since November 9, 2020. The invasive species, recreation programs and services, and two grant programs do require that funding be allocated for these programs annually. The Parks and Recreation Commission adopted a “Recreation Partnership Policy” on February 6, 2019, following the contribution to Normandy Oaks Park development in Royal Oak. The 2021-2029 Millage Initiatives Funding Policy will supersede and replace that policy. The goal of the policy is to identify that these initiatives need dedicated annual funding to implement, and to solidify that the initiatives are consist with OCPR’s mission and goals. The policy identifies the annual budget process as the annual opportunity for the Parks Commission to set budget targets for each new initiative (except for Free Annual Vehicle Passes) based on evaluation of OCPR’s overall budgetary needs. Moved by Mr. Nash, supported by Mr. VanderVeen to approve the proposed 2021-2029 Millage Initiatives Funding Policy. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Proposed Criteria for Trailways and Park Development Grant Programs After the OCPR millage increase passed in November 2020, two new grant programs were indicated to provide funding to Oakland County cities, villages and townships for trail and park improvement projects. Staff developed a draft criteria and timeline for the first round of funding for these projects. The proposed criteria are similar to that of the Michigan Department of Natural Resources grant programs. One goal of the programs is for local communities to utilize the county grant funds to match state and federal grant programs, so it is important for criteria to be similar. Staff received input on the development of the criteria from the head of the grants section at the DNR, as well as staff from Oakland County Economic Development (OCED), who wo rks more regularly with local communities on trail development projects. Input from both DNR and OCED is incorporated into the draft criteria document. After extensive discussion on the Proposed Criteria for Trailways and Park Development Grant Programs the Commission postponed action on this item until the May 5, 2021 OCPR Commission Meeting. Fiscal Sustainability Work Group Report and Recommendation on Waterford Oaks Waterpark Alternatives After 43 years of operation, Waterford Oaks Waterpark’s buildings, recreational feat ures, and underground infrastructure have deteriorated with time and are outdated. The quantity of recreational opportunities has declined as features reach the end of their useful lives, as indicated by results of structural inspections , are removed and not replaced. Operationally, there has been a consistent difficulty in maintaining sufficient staff to keep the park open for the entire season. These factors have resulted in significant declines in attendance and revenue. The Fiscal Sustainability Committee has reviewed multiple alternatives for the future of the Waterford Oaks Waterpark, and the associated costs and benefits. The Committee recommended consideration of an updated and more sustainable concept for the waterpark area that is integrated into the overall vision for Waterford Oaks. In addition, the Committee recommended the following: ▪ Open Waterford Oaks Waterpark in 2021 as is feasible under COVID-19 restrictions. Staff will have the waterpark ready, with essential repairs completed . The boardwalk/bridge will be closed to the public. ▪ Re-imagine the future of Waterford Waterpark guided by public engagement and based on knowledge of existing conditions and the costs associated with correcting issues and/or adding recreational features. ▪ Planning staff to prepare draft public engagement plan for Fiscal Sustainability Committee review. OCPR Commission Meeting April 7, 2021 Page 5 Moved by Ms. Quarles, supported by Ms. Bagley to receive and file Fiscal Sustainability Committee recommendation regarding Waterford Oaks Waterp ark Alternatives and the Waterford Oaks Waterpark Facility Condition Assessment; approve the work needed to open the wave pool this year in the amount of $57,000; and have staff continue to evaluate and assess the facility with public input, surveys and other resources to determine the future of this facility. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Discussion on Facilities and Waterparks Openings for 2021 Interim Executive Officer Sue Wells thanked OCPR staff, OC Human Resources and OC Health Division staff for their assistance and participation during the recent discussions on the plans for the Oakland County Parks this summer. Some of topics and areas of concern identified include: • Park Staffing Needs: Currently have more than 500 applications for part-time staff - we only have 49 that are currently on board • OC Human Resources Department will allow OCPR to have Hiring Fairs where applicants are able to apply, interview and be hired on the spot – contingent upon background checks • Only 35 applications for Lifeguards - we need 70 Lifeguards • Rate of Pay - OCPR vs other venues and businesses; Unemployment; Stimulus Checks • Summer or Year-rounds sports teams • We will provide the job training, including CPR • Due to Covid restrictions the Health Division will not allow us to open pools – we are considered an unstructured patron experience. • OCPR not able to use high school pools for training • Staff has contacted High School Career Counselors for possible applicants • Campgrounds will open April 30, 2021 • Concerns from Oakland County seniors regarding recent golf course fee increases • Online Ticket Sales Proposed OCPR Sponsorship Policy Revisions Moved by Ms. Charles, supported by Mr. Nash to approve the proposed revisions to the OCPR Sponsorship Policy. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. 2021 MDNR Off-Road Vehicle Trail Improvement Fund Grant Application Moved by Ms. Charles, supported by Ms. Quarles to approve the proposed application to the Michigan Department of Natural Resources Trail Improvement Fund for $200,000 for the Dixie Ledge Parking Area project, and forward it to the Oakland County Board of Commissioners for final approval. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting April 7, 2021 Page 6 Holly Oaks ORV Park Rental Maintenance Requests for Proposals Moved by Ms. Herzog, supported by Ms. LaFontaine to approve the Request for Proposals (RFP’s) scope for Off-Road Vehicle Park Rental Maintenance and direct staff to work with Oakland County Purchasing to release the RFP. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. ORV Feature Design Requests for Proposals Moved by Ms. LaFontaine, supported by Ms. Bagley to approve the Request for Proposals (RFP’s) for Off-Road Vehicle Feature Design and direct staff to work with Oakland County Purchasing to release the RFP. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. Potential Rose Township Property Donation The Parks Commission discussed the options available for this property at its meeting on August 5, 2020 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. The proposed donation parcel is 32 acres and is known as the “Water Road Parcel.” The property is adjacent to, and looks out over, 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 property has been well-managed and maintained. Natural Resources staff estimate is approximately $10,000 annually to manage the property. In addition to the property being donated, the property owners have expressed an interest in donating cash to cover the due diligence and closing costs for the County to accept the parcel (survey, Phase I, etc.). The property owners wish to restrict development of the property at the time of donation. Their preferred instrument is a conservation easement to be held by a land conservancy who will provide oversight and enforcement of restrictions. The proposed property restrictions include allowance for development of a trail and other associated amenities. The parcel is accessible via the uncertified Water Road. Per the Road Commission of Oakland County (RCOC), the uncertified Water Road is a public right-of-way (ROW) but is not maintained by RCOC. Staff has communicated with the RCOC on potential future use of a portion of this ROW as a managed trail. Public access to the property depends on access via Water Road from the north – approximately 1 mile from the Rose Township Hall to the northeast corner of the Water Road parcel via Water Road. Planning for eventual connectivity with Rose Oaks further to the north is not feasible at this time because safe travel along Milford Road and Buckhorn Lake Road would be required. Future connectivity with Highland Oaks to the south would depend on a 0.5-mile access via Water Road from the south and development of a 1-mile trail and boardwalk system through the northern strip of Highland Oaks. This would potentially be a high investment due to steep slopes and wetlands in this area. There was concern from some Commissioners regarding the acquisition of additional property before annual cost estimates for maintenance and improvements have been reviewed, and the possible impact on the budget for existing deferred maintenance projects within the park system, and safety issues with patrons walking along a main road to OCPR Commission Meeting April 7, 2021 Page 7 access a county park. Moved by Ms. Quarles, supported by Mr. Nash to direct staff to begin drafting a conservation easement and donation agreements for the potential Water Road property donation in Rose Township, and to continue communication with the Road Commission for Oakland County (RCOC) to confirm access to the property and report back to the OCPR Commission. AYES: Bagley, Charles, Herzog, LaFontaine, Nash, Quarles, Stokes (7) NAYS: McGillivray, VanderVeen (2) Motion passed on a voice vote. REPORTS: Fiscal Sustainability Work Group Interim Executive Officer Susan Wells submitted the Financial Activity Monthly Comparison reports which compare the most recently closed fiscal month with the same month of the previous year. ORV Park Update Melissa Prowse provided an update on Holly Oaks ORV Park which included Opening Day - April 10, 2021, status of online ticket purchases, noise abatement, proposed new course layout and features, dust control and the proposed parking lot construction project. OCPR FY2020 Dashboard and Data Book Moved by Ms. Quarles, supported by Ms. LaFontaine to receive and file the FY2020 Dashboard and Data Book. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Volunteer Update Staff submitted reports for the FY 2020 Oakland County Parks and Recreation Volunteer Services Program and also the OCPR Volunteer Program Frequently Asked Questions document. Executive Officer Report In addition to the Executive Officer’s Report filed in the agenda packet, Interim Executive Officer Susan Wells provided an update on the following items: • The next OCPR Commission meeting will be Wednesday, May 5, 2021 at 2:00 p.m. • The next OCPRC Executive Committee meeting is scheduled on Monday, April 19, 2021 at 1:00 p.m. via teleconference. • Golf Operations Summary and plans moving forward • OCPR Park deer count and managed hunts Executive Committee Update Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the draft of the May 5, 2021 OCPR Commission meeting agenda, the status of OCPR Golf Courses, plans moving forward for OCPR Commission public meetings, and the request from Fuller Oak Management Co. to waive its delinquent debt from the OCPR Conference Centers. OCPR Commission Meeting April 7, 2021 Page 8 OLD BUSINESS There was no old business to report. NEW BUSINESS Commissioner Herzog provided an update on the Oakland County Environmental Sustainability Committee. McGillivray recommended forming an OCPR Environmental Committee which will be coordinated through Interim Executive Officer Susan Wells. He suggested the OCPR Commissioners on this committee include Amanda Herzog as Chairman, Jim Nash and E. Lance Stokes. Moved by Ms. Quarles, supported by Ms. Bagley to form an Environmental Committee which will be coordinated through Interim Executive Officer Susan Wells. OCPR Commissioners on this committee include Amanda Herzog as Chairman, Jim Nash and E. Lance Stokes. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a unanimous voice vote. CLOSED SESSION: Moved by Mr. VanderVeen, supported by Ms. Quarles to adjourn to Closed Session to discuss the following item: Property Acquisition and Management Update AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) Motion passed on a roll call vote. Meeting adjourned to Closed Session at 4:00 p.m. Meeting reconvened to Open Session at 4:37 p.m. Potential Property Acquisition Staff advised the Commission of the possibility to potentially acquire a piece of land for a future Oakland County park. The Commission had several questions which included possible costs now and in the future for acquisition, annual maintenance, staffing, upgrades, and capital improvements. There was concern from some Commissioners about acquiring additional assets that have not been included in the budget, and if additional parkland was acquired would there be sufficient funds and or staff to address the maintenance and repair of existing facilities or parks. Moved by Mr. Nash, supported by Ms. LaFontaine to take no action on this, and request staff to bring back additional information for discussion at a future OCPR Commission meeting. AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9) NAYS: (0) OCPR Commission Meeting April 7, 2021 Page 9 Motion passed on a roll call vote. Chairman McGillivray advised the reason the meeting was in person versus teleconference was due to the fact that the Executive Order from the Governor on public meetings expired on March 31, 2021 and thanked everyone for attending. ADJOURNMENT: Meeting adjourned at 4:43 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary