HomeMy WebLinkAboutMinutes - 2021.05.05 - 39407Oakland County Parks and Recreation Commission
Regular Meeting
May 5, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:00 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, Yolanda Charles from Southfield, Amanda Herzog from
Royal Oak, Andrea LaFontaine from Birmingham, Jim Nash from Farmington Hills, Nancy Quarles from
Novi, Lance Stokes from West Bloomfield. (9)
COMMISSION MEMBERS ABSENT :
Executive Committee Member Christine Long (1)
AL SO PRESENT:
Parks and Recreation Susan M. Wells, Interim Executive Officer
Mike Boyd, Park Supervisor- Waterford Oaks
Brandy Sotke-Boyd, Chief-Recreation Programs and Services
Phil Castonia, Chief – Business Operations
Sarah Cook-Maylen, Natural Resources Project Coordinator
Mike Donnellon, Chief – Park Facilities Maint. & Development
Jim Dunleavy, Chief - Park Operations & Maint. - N. District
Julee Erskine, Assistant Park Supervisor – Groveland Oaks
John Haney, Recreation Program Supervisor
Tom Hughes, Chief – Park Operations & Maint. - S. District
Carolyn Podina, Office Assistant I
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor – Marketing & Communications
OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator
OC Corporation Counsel Jody Hall, Financial Attorney
Six Rivers Land Conservancy Chris Bunch
APPROVAL OF AGENDA:
Moved by Mr. Stokes, supported by Ms. Charles to approve the agenda with the following change:
Move Item 13 A. Potential Property Acquisition – Turtle Woods before Item 11 A. OCPR
Waterpark Openings under Regular Agenda.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. VanderVeen, supported by Ms. Bagley to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of April 7, 2021, with the following change:
Under Also Present:
Parks and Recreation Daniel Stencil, Executive Officer – Remove this name
Sue Wells, Interim Executive Officer – Change this line
OCPR Commission Meeting
May 5, 2021
Page 2
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS/RECOGNITIONS:
Recognition of Carolyn Podina, Long-term OCPR Part-Time Employee
Chief of Park Operations and Maintenance-North District Jim Dunleavy and Assistant Park Supervisor-Groveland
Oaks Julee Erskine presented a plaque to long-term part-time OCPR employee Carolyn Podina. Carolyn is an Office
Assistant 1 and has worked part-time for Oakland County Parks and Recreation for 26 years.
Her knowledge of the parks system and the operations of Groveland Oaks, customer service, creative solutions,
problem-solving skills, leadership skills, and organizational skills have all made her a very valuable addition to the
park’s team. Her continued passion for assisting campers and ensuring they have the best camping experience
possible is one of the things that continues to bring campers coming back for generations.
The Commission thanked Carolyn Podina for her many years of dedication and service to the residents of Oakland
County.
COMMUNICATIONS:
Capital Improvement Expense Summary
Parks and Recreation Fiscal Services Coordinator Jeff Phelps advised the Commission of two items on the agenda
that required additional funds from Unrestricted Net Position: Item #11 E on Page 74 for the purchase of a
Movie Screen and Audio Transmitter in the amount of $16,697; and Item #11 F on Page 77 for the Contracted
County-wide Invasive Species Treatments in the amount of $39,896. The balance of Unrestricted Net Position as of
March 31, 2021 is $29,211,373.23 and the FY 2021 Amended Budget as of March 31, 2021 is $33,490,604.
Moved by Ms. Quarles, supported by Mr. Nash 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.
REVIEW OF PROPOSED FY 2022-2024 OCPR BUDGET (Part II ):
FY 2022-2024 Operating Budget
Interim Executive Officer Sue Wells, Fiscal Services Coordinator Jeff Phelps and OCPR staff presented the Proposed
FY 2022-2024 OCPR Operating Budget. The OCPR budget year is October 1-September 31, is approved by the
OCPR Commission, and is then sent to the Oakland County Board of Commissioners for final approval in September.
This budget includes the OCPR Operating Budget, the Capital Equipment Budget and the Capital Improvement
Budget. The Capital Equipment and Capital Improvement Budgets were reviewed at the April 7, 2021 OCPR
Commission meeting.
OCPR Commission Meeting
May 5, 2021
Page 3
The proposed OCPR FY 2022 Budget Revenues are $34,172,675 and the proposed OCPR FY 2022 Budget Expenses
are $34,172,675. By the end of FY 2022 the Unrestricted Net Position is anticipated to be more than $24,000,000.
OCPR Budget Year Cycles
• FY 2022 budget year will commence October 1, 2021 – September 30, 2022
• FY 2023 budget year will commence October 1, 2022 – September 30, 2023
• FY 2024 budget year will commence October 1, 2023 – September 30, 2024
Revenues: The proposed OCPR FY 2022 Revenue Budget of $34,172,675, is a 21.57% increase from the
FY 2021 amended budget of $28,108,720. Budgets for FY 2022 through FY 2024 were developed from the FY 2020
Actuals and the FY 2021 Amended Budget. Overall revenues are increased $6,063,955 - the result of increased
Property Taxes of $8,460,000; Charges for Services $183,959; and Contributions $67,000. Partially offsetting these
increases are a decrease in Planned Use of Balance ($2,412,046), State Grants ($199,000), Investment Income
($60,000) and Transfers In ($25,958).
Expenses: The proposed OCPR FY2022 Expense Budget of $34,172,675 is an increase of $6,063,955 from the
FY2021 amended budget of $28,108,720. The FY2022 recommended Expense Budget includes $1,413,080 for an
intergovernmental transfer for the Normandy Oaks Park Partnership agreement, and new Parks Partnerships with local
communities. In addition, the FY2022 budget contains funding of $1,804,514 for Natural Resources, and $575,646 for
Cooperative Invasive Species Management Areas (CISMA). Based on current activity levels, increases in Personnel
related to the implementation of a human resources compensation study $787,773; overall Contractual Services
$1,362,692; Commodities $447,350; and Internal Services $123,549 are included in the Operating Budget.
Depreciation is increased $344,750 and is related to an increase in completed Capital Improvement Projects. An
increase in year-end fund balance of $1,856,081 is currently anticipated for additional use in Capital Acquisitions. In
addition, on November 3, 2020 the voters of Oakland County approved a .35 millage which will run from 2020 through
2029. The additional property tax revenue will be used to maintain existing park structures and offer trails,
partnerships and natural resource funding to County municipalities.
After the OCPR Commission’s review of the Proposed FY 2022-2024 OCPR Commission Budget it will be placed on
the June 2, 2021 OCPR Commission meeting agenda for conceptual approval, and will then be forwarded to the
Oakland County Board of Commissioners for the July 1 submittal deadline, and OC BOC final approval will be in
September.
If the Commission wishes to make any modifications to this document at a later time, revisions may still be made as
long as they are before the Board of Commissioners approval in September.
Moved by Ms. Quarles, supported by Ms. Herzog to receive the Proposed FY 2022-2024 OCPR Budget.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
CONSENT AGENDA:
Moved by Ms. Quarles, supported by Mr. VanderVeen to approve Items 10 A through 10 K under Consent
Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
03/31/2021 (FM 06 FY 21)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 03/31/2021
(FM 06 FY 21)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 03/31/2021
(FM 06 FY 21)
D. Monthly Capital Equipment Report for Month Ending 03/31/2021 (FM 06 FY 21)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
03/31/2021 (FM 06 FY 21)
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May 5, 2021
Page 4
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 03/31/2021 (FM 06 FY 21)
G. Maintenance Management Plan Budget
H. Monthly Purchasing Reports for Month Ending 02/28/2021 (FM 05 FY 21)
I. Proposed Oakland County Parks and Recreation 2021 Millage Rate
J. Oakland County Water Resources Commission First Amendment to Memorandum of
Understanding - Red Oaks Waterpark - Sanitary Pump Station and Force Main
K. Pending Capital Improvement Project Report
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
Potential Property Acquisition – Turtle Woods
At the April 7, 2021 OCPR Commission meeting staff advised the Commission of the possibility to potentially acquire a
piece of land known as Turtle Woods for a future Oakland County park. The property is an 83-acre parcel of
land owned by the Troy School District. It is located near John R and Square Lake Road and is a combination of
woods and wetlands. After a presentation by OCPR staff the Commission had a lengthy discussion on this proposed
acquisition which included possible costs for the acquisition, annual maintenance related costs, future
upgrades/capital improvements costs, and staffing needs. There was also concern about acquiring non-budgeted
assets, parking lot requirements, a future park located in the middle of a residential subdivision, and current
outstanding maintenance items in the park system.
It is being proposed that Six Rivers Land Conservancy will purchase the land from the Troy School District and will then
sell it to Oakland County Parks. In the meantime, Oakland County Parks and Recreation staff will work on acquiring
grants to help with the acquisition costs of this property.
Moved by Ms. LaFontaine, supported by Mr. Nash to direct staff to continue with the due diligence and work
with Six Rivers Land Conservancy, the Troy School District and the land developer on the potential land
acquisition of Turtle Woods and the development of the parking lot, and also identify any unanticipated
expenses that were not budgeted in the next 3-5 years; and
Direct staff to bring back a Letter of Intent with the Six Rivers Land Conservancy for the proposed purchase of
the Turtle Woods property at the June 2, 2021 OCPR Commission meeting, and a proposed purchase
agreement at a future OCPR Commission meeting; and
Direct staff to present this proposal to the Oakland County Economic Development and Infrastructure
Committee to get authorization to negotiate the purchase of this property.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (9)
NAYS: (0)
Motion passed on a roll call vote.
OCPR Waterpark Openings
Interim Executive Officer Sue W ells introduced Tony Drautz of the Oakland County Health Division and thanked him
and his staff for all their efforts, not only with COVID but with the specialized help and direction they have provided with
the waterparks and other park operations.
The latest order from the Michigan Department of Health and Human Services has put a roadblock on the opening of
the waterparks.
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May 5, 2021
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Mr. Drautz advised the Governor recently changed the order that was in effect from April 19 and was set to expire on
May 24. The new order which goes into effect May 6 and is set to expire May 31 states that waterparks should
remain closed. There are also limitations for public swimming pools, which makes it difficult to plan for future park
openings or events. The current rules are based on the vaccination rates in Michigan. Restrictions may be lifted once
the vaccination rates reach 70%. W aterparks are defined in the order and are still not allowed to open. Pools may be
used for instructional purposes only and cannot have waves or unstructured play.
OCPR has scheduled licensing of the wave pools with the OC Health Division with no waves for the sole purpose of
training lifeguards - this can be done before the order is lifted. OCPR would still need to hire lifeguards, train lifeguards
and have the inspections. Currently there is a 50% capacity limitation which will affect the number of people that could
attend. Staff is looking at offering two different time slots – from 11 a.m.- 2 p.m., and from 3-6 p.m. The goal would
be to have patrons purchase tickets online.
If the order is lifted May 24-31, the best-case scenario would be to open Red Oaks Waterpark on June 21 and plan to
open Waterford Oaks Waterpark on June 28.
This plan would be about a $200,000-$300,000 investment in order to open the waterparks this year. Staff will move
forward as if we are opening this year, but we won’t be able to make a decision until the orders are lifted. Staff will
bring back the proposed fees to the Commission in June because we would have a better idea on capacity at that time.
Resolution Approving National Parks and Recreation Month - July 2021
Moved by Ms. Bagley, supported by Ms. Quarles to adopt the following resolution in support of proclaiming
July 2021 as National Recreation and Parks Month and forward it to the Oakland County Board of
Commissioners for final approval:
WHEREAS the Oakland County Parks and Recreation Commission’s mission is to provide all residents of
Oakland County with recreational, leisure, and learning experiences, parks, open spaces, and facilities,
resulting in a comprehensive county park system that enhances quality of life; and
WHEREAS for more than 50 years the Oakland County Parks and Recreation Commission has been
providing innovative recreational experiences, facilities, and programs for the residents of Oakland County;
and
WHEREAS parks, recreation activities, and leisure experiences provide opportunities for young people to live,
grow, and develop into contributing members of society; and
WHEREAS parks and recreation create lifelines and continued life experiences for older members of our
community; and
WHEREAS parks and recreation generate opportunities for people to come together and experience a sense
of community through fun recreational pursuits; and
WHEREAS parks and recreation agencies provide outlets for physical activities, socialization, and stress-
reducing experiences; and
WHEREAS parks, playgrounds, nature trails, open spaces, community and cultural centers, and historic sites
make communities attractive and desirable places to live, work, play, and visit, in a manner that contributes to
our ongoing economic vitality; and
WHEREAS parks, greenways, and open spaces provide a welcome respite from our fast-paced, high-tech
lifestyles while simultaneously protecting and preserving our natural environment; and
WHEREAS parks and recreation agencies touch the lives of individuals, families, groups, and the entire
community, which positively impacts upon the social, economic, health, and environmental quality of our
community.
OCPR Commission Meeting
May 5, 2021
Page 6
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission proclaims
July 2021 as Park and Recreation Month and encourages all citizens to celebrate healthy, active lifestyles by
participating in their choice of recreation and park activities.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
Millage Initiatives Proposed Criteria for Trailways and Park Development Grant Programs
With the passage of the Oakland County Parks and Recreation millage increase in November 2020, two new grant
programs were planned to provide funding to Oakland County cities, villages and townships for trail and park
development projects. Staff developed proposed criteria and timelines for the first round of funding. The criteria are
similar to Michigan Department of Natural Resources grant programs. One goal of the pr ograms is for local
communities to utilize the county grant funds to match state and federal grant programs, therefore it is important for the
criteria to be somewhat similar.
Moved by Ms. Herzog, supported by Ms. LaFontaine to approve the Trailways and Park Development Grant
Programs Criteria and Process, and direct staff to develop grant materials based on these criteria:
Trailways and Park Improvements Grant Programs Criteria
The Oakland County Parks and Recreation Millage was passed by voters in Novembe r 2020. A portion of these funds
will be used to support local outdoor recreation, non -motorized trails and park improvement projects that will benefit
residents and communities in Oakland County. The following competitive grants are available to cities, villages, and
townships in Oakland County.
1. OCPR Trailways Program to assist local communities with planning, preliminary engineering/design, and
construction costs directly related to non-motorized trail projects located in Oakland County. “Trail” means the
following in the OCPR Trailways Program: “a non -motorized trail, path, pathway, shared-use path, pathway
connector, on-road bike facility, water trail, and trail-related amenities including, but not limited to, trailheads,
bike racks, bike repair stations, wayfinding signs, bridges, boardwalks, and benches .
2. OCPR Park Improvements Program to provide cash assistance to local communities for local park
improvements, including design/engineering as well as park improvement/construction. This fund will also
increase the capacity of the Recreation Assistance Partnership Program, increasing recreation outreach, mobile
recreation units and local event support.
Oakland County Trailways Program (OCTP)
Goals:
• Fund Trail planning/design/engineering (pre-development)
• Fund Trail development/construction, with a priority of closing gaps within the Oak Routes Trail Network and/or
one of the two cross-state trails in Oakland County – Great Lake-to-Lake Trail or the Iron Belle Trail Biking
Route and a priority of connectivity to the countywide trail network (or a larger community network —i.e., no
stand-along projects, unless they are part of a larger coordinated effort).
Criteria:
Eligibility:
o The Trail must be located in Oakland County, Michigan
o The Grant application must be submitted by a city, village, or township in Oakland County. The State
of Michigan, school districts, regional authorities, federally recognized Native American tribes,
colleges, universities, private recognition providers, and conservation districts are NOT eligible.
o The Trail must be identified in an approved/adopted plan including, but not limited to, a Five-year
Parks and Recreation Plan, Capital Improvement Plan, Community Master Plan, Complete Streets
Plan, or Trailway Master Plan.
o Each city, village or township is only able to receive funding for Trails in their jurisdiction every three
years (communities receiving a grant, or receiving benefits from that grant as a partner, will be
ineligible to apply for the following two grant cycles).
• Eligible Projects:
o Pre-development Grants involve activities prior to construction of the Trail including, but not limited to
design, engineering, public engagement, and construction drawings
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May 5, 2021
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o Development Grants involve activities commencing with construction of the Trail.
• Ineligible Projects: Funding will not be provided for the following: (1) ongoing Trail operations and
maintenance, (2) grant administration fees, or (3) a project where a majority of public input received by the
applicant does not support the project.
• Public Input: Applicants must hold at least one public meeting (advertised in a manner that would satisfy the
Michigan Open Meetings Act) to receive public input about the project. This can be a regularly scheduled
board/commission meeting or a separate stakeholder our public input meeting. Support for the project will need
to be demonstrated in the application.
• Financial Need: This Program will have a point system for median household income, similar to the
Department of Natural Resources--Michigan Natural Resources Trust Fund, where more points will be awarded
for communities in lowest 1/3 median income. This way any community can apply, but funding will be weighted
more toward communities with lower average household income .
• Long-Term Grant Obligations:
o Pre-Development Grants: No long-term grant obligations.
o Development Grants: Trails that are awarded must remain open to the public for a minimum of 15
years.
• Grant Size and Match Funding:
o Pre-Development Grants – 25% match required. Grants range from $5,000 - $25,000 (may fluctuate
depending on annual funding available).
o Development Grants - 50% match required. Grants range from $5,000 - $200,000 (may fluctuate
depending on annual funding available).
o Match can be cash, other awarded grants, or donation of goods and services.
• Maintenance Plan: Applicant shall specify how the Trail will be maintained long-term.
• Fees: No fees shall be collected for public use of the grant-funded Trail.
• ADA: Projects must meet accessibility requirements of the ADA – 2010 ADA Design Standards. Projects not
covered under the ADA should follow the US Access Board Outdoor Developed Areas Accessibility Guidelines.
Additional points will be awarded for projects that use Universal Design principles.
• Final Grant Report: All awarded projects are required to submit a final grant report.
Oakland County Park Improvements Program (OCPIP)
Goals:
• Fund city, village, or township park planning/design/engineering projects (pre-development) throughout Oakland
County.
• Fund city, village, or township park improvements projects throughout Oakland County that encourage outdoor
recreation.
• Fill gaps in recreation needs identified in OCPR recreation needs assessment or local needs assessments and
plans.
Criteria:
• Eligibility:
o Improvement Projects must be located in Oakland County, Michigan
o The Grant application must be submitted by a city, village, or township in Oakland County. The State
of Michigan, school districts, regional authorities, federally recognized Native American t ribes,
colleges, universities, private recognition providers, and conservation districts are NOT eligible.
o Improvement Projects must be identified in an approved/adopted plan including, but not limited to, a
Five-year Parks and Recreation Plan, Capital Improvement Plan, or Community Master Plan.
o Each city, village, or township is only able to receive funding for projects in their jurisdiction every three
years (communities receiving a grant, or receiving benefits from that grant as a partner, will be
ineligible to apply for the following two grant cycles).
• Eligible Projects:
o Improvement Projects can create new facilities, parks or programs, or can renovate existing facilities
(so long as the need for renovation is not due to poor maintenance, design , or construction).
o Improvement Projects must promote fishing, hunting, beaches, boating access, picnic areas, winter
sports areas, playground equipment, ball fields, tennis courts, skate parks, soccer fields, disc golf,
park trails, or support/improve the user exp erience, including be not limited to nature interpretive
buildings, visitor centers, restrooms, trailheads, parking areas, or maintenance/equipment storage
buildings
• Ineligible Projects: Funding will not be provided for the following improvement projects: (1) Indoor recreation
facilities (except those that support outdoor recreation), (2) land acquisition, (3) stadiums for professional
sports, (4) art displays, (5) decorative fountains, (6) facilities for historical interpretation, (7) projects that would
create an unfair competitive situation with private enterprise, and (8) invasive species removal, shoreline
OCPR Commission Meeting
May 5, 2021
Page 8
stabilization, or erosion control that are not directly related to the improvements of recreation facilities at the
project site.
• Recreational Need: Applicants must demonstrate that there is a demonstrated need for the proposed
Improvement Project based on OCPR Recreation Needs Assessment Survey Results and/or other local survey
or public engagement.
• Public Input: Applicants must hold at least one public meeting (advertised in a manner that would satisfy the
Michigan Open Meetings Act) to receive public input about the project. This can be a regularly scheduled
board/commission meeting or a separate stakeholder our public input meeting. Support for the project will need
to be demonstrated in the application.
• Financial Need: This Program will have a point system for median household income, similar to the
Department of Natural Resources--Michigan Natural Resources Trust Fund, where more points will be awarded
for communities in lowest 1/3 median income. This way any community can apply, but funding will be weighted
more toward communities with lower average household inc ome.
• Long-Term Grant Obligations: The project must remain open to the public for a minimum of 15 years. The
project cannot be for “members only” or “community residents only.”
• Grant Size and Match Funding:
o Pre-Development Grants – 25% match required. Grants range from $5,000 - $25,000 (may fluctuate
depending on annual funding available).
o Development Grants - 50% match required. Grants range from $5,000 - $100,000 (may fluctuate
depending on annual funding available).
o Match can be cash, other awarded grants, or donation of goods and services.
• Maintenance Plan: Applicant would need to specify how the project/facility/program will be maintained long-
term.
• Fees: No fees shall be collected for public use of the grant-funded project/park.
• ADA: Projects must meet accessibility requirements of the ADA – 2010 ADA Design Standards. Projects not
covered under the ADA should follow the US Access Board Outdoor Developed Areas Accessibility Guidelines.
Additional points could be awarded for projects that use Unive rsal Design principles.
Grant Process and Timeline
(Same for both Trailways and Park Improvements Programs)
• Grant applications will be received one time per year from eligible cities, villages and townships seeking
funding. A call for applications will be released by mid-fall (approximately October 15), after the start of the new
Fiscal Year (October 1). Applications would be due December 15.
• Grant applications would be reviewed and scored by OCPR grant evaluation staff, with support from Oakland
County Economic Development (OCED). OCPR grant evaluation staff shall include Supervisor – Planning and
Resource Development, Project Advisor – Community Outreach/Grant Management. Additional staff may be
needed to assist with grant application review dependi ng on number of applications submitted. Initial grant
review will take place in January/February.
• Grant applications will be reviewed and scored by an agreed -upon points system, like the Michigan Department
of Natural Resources--Michigan Natural Resources Trust Fund. The scoring criteria and points system will be
developed prior to the release of a call for applications. OCPR grant evaluation staff will write up a brief
summary of each application to be included with scoring.
• After review and scoring, the OCPR grant evaluation staff will develop a recommendation for OCPR staff
leadership (Administrative Management Team – AMT) in March. AMT will then make recommendations to the
Oakland County Parks and Recreation Commission (April) for approval of awards.
• Awards will be announced by May 1.
• Grant Agreements will be processed by ORPC staff and executed by OCPR Chairperson and the grant
recipient.
• Funding will be awarded as reimbursement and will require grant agreements indicating monitoring/reporting
periods, financial recordkeeping requirements, and information require d for reimbursement. (Corporation
Counsel, Risk Management, and Fiscal Services will assist with development of standard grant agreement
language.
• Grant agreement terms should be no more than one year for predevelopment grants, three years for
construction grants (grantees could apply for an extension, if needed)
High Level Grant Process/Timeline for 2022:
• April 2021: OCPRC review and discuss Millage Initiatives Funding Policy, grant program criteria and process,
provide feedback for staff
• May 2021: OCPRC approve Millage Initiatives Funding Policy, grant program criteria and process
• May – June 2021: Onboard Project Advisor – Community Outreach & Grant Management
• June – July 2021: Develop digital application process with Oakland County IT
• August – September 2021: Community Outreach –set up a grant web page and provide links to grant materials
and information to local communities.
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• October 1, 2021: Beginning of FY2022 budget year
• October 15, 2021: Release Request for Proposals, post grant information, docume nts, resources
• November 15, 2021: Hold webinar or meeting for potential grantees to review grant programs and answer
questions
• December 15, 2021: Grant applications due by 5:00 p.m.
• Grants reviewed by staff – January/February 2022
• Review and award recommendations made to AMT – March 2022
• AMT recommends awards to Parks Commission – April 2022
• Grant agreements sent out – May 2022 – Grant periods would be June 1 – May 31
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
Proposed Oak Management Outstanding Debt Agreement
OCPR staff and select Commission members have met regarding the past due amounts from Fuller Oak Management
for the outstanding utilities and contractual payments for the conference centers. To date there is no agreed upon
settlement for this outstanding debt. OCPR representatives will continue working very closely with representatives of
Fuller Oak Management on their outstanding debt. If a proposed solution can be agreed upon staff will present it at
the June OCPR Commission meeting for the Commission’s consideration.
Proposed Purchase of Outdoor Screen and Audio Equipment - Mobile Recreation
Moved by Ms. Quarles, supported by Mr. VanderVeen to award the bid to Elite Outdoor Movies, of Lehi, Utah
for the purchase of a movie screen and audio transmitter at a cost of $16,697.00 from FY21 Capital
Equipment budget and transfer $16,697.00 from the ADM budget to Capital Equipment;
And, approve amending the FY2021 Operating Budget and increase Unrestricted Net Position to purchase
the outdoor movie screen, as follows:
Parks and Recreation (Fund #50800)
FY2021 Revenue/Expense Operating Budget FY2021
50800-5060910-160000-601637 Property Tax Levy ($16,697)
50800-5060101-160000-796500 Budgeted Equity Adjustments ($16,697)
$ - 0 -
Net Position – Unrestricted
50800-5060101-160000-796500 Budgeted Equity Adjustments ($16,697)
Net Position Unrestricted- Capital Equipment purchase
$16,697
$ - 0 -
And, approve the rental rates for the movie screen and audio transmitter of $700 for In-County and $775
for Out-of-County per rental.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
FY2021 Contracted Countywide Invasive Species Treatments Budget Amendment & Approval
Moved by Ms. Quarles, supported by Ms. Bagley to grant approval to complete the following invasive species
treatments by Oakland County contracted vendors, Cardno, GEI Consultants, and David Borneman in the
amount of $39,896:
OCPR Commission Meeting
May 5, 2021
Page 10
Organization Location Activity Amount
Six Rivers Regional
Land Conservancy
Golden Preserve
in Springfield
Township
Invasive species control- Crown vetch $1,066.00
Springfield Township Shiawassee Basin
Preserve Prescribed Burn (cost share) $3,500.00
Village of Beverly Hills Riverside Park Invasive species control- buckthorn $15,000.00
City of Keego Harbor Fran Leaf Park
Invasive species control- Hybrid typha, reed
canary grass, canada thistle, buckthorn spp.,
phragmites australis, Japanese knotweed
$3,730.00
OC CISMA County-wide right of
ways
Invasive species control- Roadside priority
Japanese knotweed $6,600.00
OC CISMA County-wide right of
ways
Invasive species control- Roadside priority
phragmites australis $10,000.00
TOTAL $39,896.00
And, approve funding the $39,896 from levies collected in December 2020 in Unrestricted Net Position as
follows:
Expenses FY2021
50800-5060910-160431-730789 General Program Administration ($39,896)
50800-5060101-160000-796500 Budgeted Equity Adjustments $39,896
$ - 0 -
Net Position – Unrestricted
50800-5060910-160431-730789 General Program Administration $39,896
Net Position Unrestricted ($39,896)
$ - 0 -
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
REPORTS:
Fiscal Sustainability Reports
Interim Executive Officer Susan Wells submitted the Financial Activity Monthly Comparison reports which compare
the most recently closed fiscal month (March 31, 2021) with the same month of the previous year.
County Farmers Market - Written
Moved by Ms. Quarles, supported by Ms. Charles to receive and file the 2020 Oakland County Farmers
Market Annual Report.
AYES: Bagley, Charles, Herzog, LaFontaine, McGillivray, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
OCPR Commission Meeting
May 5, 2021
Page 11
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, June 2, 2021 at 2:00 p.m.
• The next OCPRC Executive Committee meeting is scheduled on Monday, May 17, 2021 at 1:00 p.m.
via teleconference.
• Concerns from local property owners on the noise levels and dust issues at Holly Oaks ORV Park and
proposed sound level testing.
• Normandy Oaks Park dedication is tentatively scheduled on Saturday, June 26, 2021
• Oakland County 4H Fair – operations will be similar to last year – they are still working with the OC
Health Division on their plans. Staff will provide an update when their plans for 2021 are finalized.
• If OCPR Commissioners would like a tour of a specific park, please advise and staff will coordinate
• If OCPR Commissioners would like Sue Wells or Jeff Phelps to review any sections of the Proposed
FY 2022-2024 Budget, please contact Sue Wells.
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 discussions with Fuller Oak Management
on its request to waive the outstanding debt for past due utilities and contractual payments from the OCPR Conference
Centers; 2021 waterpark openings; and state and local Executive Orders and Oakland County Health Division orders
on public meetings and Covid related matters.
UNFINISHED BUSINESS/OLD BUSINESS
Potential Property Acquisition
This item was moved to the first item under Regular Agenda.
NEW BUSINESS
Interim Executive Officer Susan Wells advised Vicky Valko decided to participate in the County’s VESIP program
and has retired effective the end of April. Vicky has also agreed to work part-time and assist with the OCPR
Commission meetings. The Commission presented Vicky with a plaque in recognition of her retirement and thanked
her for her almost 10 years of dedicated service to Oakland County Parks and Recreation.
ADJOURNMENT:
Meeting adjourned at 4:00 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary