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HomeMy WebLinkAboutMinutes - 2021.06.02 - 39408 Oakland County Parks and Recreation Commission Regular Meeting June 2, 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 Clarkston, Secretary Ebony Bagley from Farmington Hills, Executive Committee Member Christine Long from Commerce Township, 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. (10) COMMISSION MEMBERS ABSENT : None ALSO 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 Jim Dunleavy, Chief - Park Operations & Maint. - N. District Tom Hughes, Chief – Park Operations & Maint. - S. District Shannon Kenny, Office Assistant II Dori Lund, Seasonal Program Specialist 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 OC Purchasing Andy Krumwiede, Buyer II OC Sheriff’s Office Lt. Brent Miles Oakland County 4H Fair Assoc. L. C. Scramlin Six Rivers Land Conservancy Chris Bunch, Executive Director Troy School District Board Karl Schmidt, President Nicole Wilson, Vice President APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Mr. VanderVeen to approve the agenda with the following change: Add: Item 10 E. Proposed Bestop 2021-2023 Holly Oaks ORV Park Sponsorship Agreement under Regular Agenda. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Ms. Bagley, supported by Mr. Stokes to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of May 5, 2021, as submitted. OCPR Commission Meeting June 2, 2021 Page 2 AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a unanimous voice vote. PUBLIC COMMENTS: LC Scramlin of the Oakland County 4H Fair Board provided an update on the status of the 2021 Oakland County Fair that will be held at Springfield Oaks County Park. The 2021 Oakland County Fair is scheduled July 9-18, 2021. This year will be the 50th Anniversary of the Oakland County Fair at Springfield Oaks. The Fair Board is currently working with the Oakland County Health Division to make sure the plans for the 2021 Oakland County Fair are in compliance with any and all state guidelines or restrictions regarding Covid-19. He advised the Fair Board appreciates all the help and assistance from the Oakland County Parks and Recreation Commission and staff, and the Oakland County Health Division. Mr. Scramlin also informed the Commission the 2021 Michigan State Fair is scheduled September 2-6, 2021 at the Suburban Collection Showplace in Novi. He will provide the Commission with additional information on the 2021 Michigan State Fair as it becomes available. PRESENTATIONS/RECOGNITIONS: Recognition of Dori Lund, Long-term OCPR Part-Time Employee Chief of Park Operations and Maintenance-North District Jim Dunleavy and Park Supervisor-Waterford Oaks Mike Boyd presented a plaque to long-term part-time OCPR employee Dori Lund. Dori is a Seasonal Program Specialist and has provided more than 27 years of service to the citizens of Oakland County. She oversees all Waterford Oaks facility rentals and her top priority is customer service, including setting up and ensuring guests have everything they need for their special occasion, or maintaining the gardens at the Waterford Oaks complex. She takes great pride in her work, and her dedication and positive attitude are greatly appreciated by guests and staff. On behalf of the OCPR Commission Chairman McGillivray thanked Dori Lund for her many years of outstanding service to the Oakland County Parks and Recreation Department. COMMUNICATIONS: Capital Improvement Expense Summary Parks and Recreation Fiscal Services Coordinator Jeff Phelps advised the Commission there are no items for Capital Improvement or Equipment. There is an amendment for the 2nd Quarter Financial Forecast under the Consent Agenda in the amount of ($35,325). The balance of Unrestricted Net Position as of April 30, 2021 is $29,372,593.72 which is $12,600.000 above the policy requirements. The FY 2021 Amended Budget as of April 30, 2021 is $33,515,604. Moved by Mr. VanderVeen, supported by Ms. Herzog to receive and file the Communications Capital Improvement Expense Summary Report. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. CONSENT AGENDA: Moved by Mrs. Long, supported by Ms. Quarles to approve Items 9 A through 9 M under Consent Agenda, as follows: OCPR Commission Meeting June 2, 2021 Page 3 A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 04/30/2021 (FM 07 FY 21) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 04/30/2021 (FM 07 FY 21) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 04/30/2021 (FM 07 FY 21) D. Monthly Capital Equipment Report for Month Ending 04/30/2021 (FM 07 FY 21) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 04/30/2021 (FM 07 FY 21) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 04/30/2021 (FM 07 FY 21) G. Maintenance Management Plan Budget H. Monthly Purchasing Reports for Month Ending 03/31/2021 (FM 06 FY 21) I. FY 2021 2nd Quarter Contributions Report J. FY 2021 Fiscal Services 2nd Quarter Financial Forecast K. FY 2021 Fiscal Services 2nd Quarter Facilities Maintenance Budget Amendments L. FY 2021 2nd Quarter Uncollectible Debt Write-Offs M. Pending Capital Improvement Project Report AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: Proposed FY 2022-2024 OCPR Budget: 1. Conceptual Approval of Proposed FY 2022-2024 OCPR Budget 2. Conceptual Approval of FY2022–FY2026 Asset Management Plans: A. Conceptual Approval of FY2022–FY2026 Capital Improvement Program Plan (CIP) Funded from Net Position B. Conceptual Approval of FY2022–FY2026 Maintenance Management Plan (MMP) Funded from Operating Budget C. Conceptual Approval of FY2022 Proposed Natural Resource Management Plan (NR) Operating Budget 3. Conceptual Approval of Proposed FY 2022 Proposed Capital Equipment . Interim Executive Officer Susan Wells and Fiscal Services Coordinator Jeff Phelps presented the Proposed FY 2022- 2024 OCPR Operating Budget for conceptual approval. This budget includes the OCPR Operating Budget, the Capital Equipment Budget and the Capital Improvement Budget. The proposed OCPR FY 2022 Budget Revenues are $34,197,675 and the proposed OCPR FY 2022 Budget Expenses are $34,197,675. The Property Tax Levy is based on revised estimates of taxable value presented in the L-4029 form as follows: FY2022 - $22,225,000 FY2023 - $23,104,200 FY2024 - $23,880,900 The countywide taxable value is increased 3.85% over last year, from $62.9 billion to $65.3 billion, and the Headlee millage rollback reduces the millage to .347 from the previous year’s .35 mills. OCPR Commission Meeting June 2, 2021 Page 4 Included in the Salaries, Fringe Benefits and Operating Budget for FY2022 is a request for four (4) PTNE positions for Cooperative Invasive Species Management Areas (CISMA). The operating budget includes the creation of a new Natural Resources cost center (5060911) and two programs, Natural Resources and CISMA. The largest five operating expense line-items (other than Salaries, Fringe Benefits, Budgeted Equity Adjustments or Deprecation) are as follows: 1. General Program Admin (Maintenance Management/Natural Resources) $ 1,860,769 2. Security Expense $ 1,190,642 3. Grounds Maintenance $ 1,129,250 4. Indirect Costs $ 1,023,000 5. Information Technology Operations $ 622,907 Capital Impact on Fund Balance: The FY2022 annual Capital Improvement budget is set at $1,558,750 and $282,500 is budgeted for Capital Equipment. Budgeted Equity Adjustments: The projected amount from the Operating Budget that will increase Unrestricted Net Position at the end of the fiscal year. FY2022 - $1,825,977 FY2023 - $3,169,111 FY2024 - $3,651,261 The OCPR Budget Year Cycles for the Proposed FY 2022-2024 Budget are as follows: • 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 After the OCPR Commission’s review and conceptual approval of the Proposed FY 2022-2024 OCPR Budget it will then be forwarded to the Oakland County Board of Commissioners for the July 1 submittal deadline, and Oakland County Board of Commissioners’ final approval will be in September. If the OCPR Commission wishes to make any modifications to the Proposed FY 2022-2024 OCPR Budget at a later time, revisions may still be made as long as they are before the Board of Commissioners’ approval in September. Moved by Mrs. Long, supported by Mr. Nash to conceptually approve the Proposed FY 2022 Oakland County Parks and Recreation Commission Budget in the amount of $34,197,675; the Proposed FY2022 Capital Equipment Budget in the amount of $607,500; and the Proposed FY2022 Capital Improvement Projects/Maintenance Management Plan Budget in the amounts of $4,406,000 for Capital Improvement Projects and $1,860,769 for the Maintenance Management Plan (General Program Administration), and forward it to the Oakland County Board of Commissioners for inclusion in the Oakland County Executive’s recommended FY 2022-2024 Proposed Budget. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. Letter of Intent - Six Rivers Land Conservancy - Turtle Woods Property Acquisition OCPR staff has been discussing a potential property acquisition opportunity in Troy, known as the “Turtle Woods”. This 83-acre parcel of property is currently owned by Troy School District (TSD) and is located on Square Lake Road, just east of John R. It is bordered by Square Lake Road on the south, homes on the west and east, and a golf course (Sylvan Glen) to the north. TSD is interested in selling the property at 75% of the appraised value, so 25% of the value donated could act as a match for a grant application to the Michigan Natural Resources Trust Fund. This would mean the acquisition could be almost entirely grant funded with little out-of-pocket funds for OCPRC. OCPR Commission Meeting June 2, 2021 Page 5 Trust Fund dollars cannot be utilized to acquire property held by a public agency. Six Rivers Land Conservancy has offered to act as an intermediary landowner, purchasing the property from TSD and holding it until such time as OCPRC could secure grant funding to make the purchase. If the Commission chooses to move forward on the acquisition of this property, the next step would be finalizing and approving a Letter of Intent with Six Rivers Land Conservancy outlining the process and steps for a multi-phase acquisition. TSD is currently working with a residential builder to sell approximately 11 acres off Square Lake Road for a new housing development and is requiring a parking lot for future access to the remaining property, which could become a county park. The property is a combination of woods and wetlands. To retain 80 undeveloped acres in this area would secure a significant amount of green infrastructure. The first step of the acquisition process is to enter into a Letter of Intent with Six Rivers Land Conservancy. The Troy School District has also signed a Letter of Intent with Six Rivers. These letters of intent indicate a willingness to work toward Oakland County Parks and Recreation acquiring the property from Six Rivers utilizing grant funding from the Michigan Natural Resources Trust Fund. If approved by the Parks Commission, the Letter of Intent (LOI) will go to the Oakland County Board of Commissioners Economic Development and Infrastructure (ED&I) Committee for its approval. Once ED&I has approved the LOI, it can be signed by Chairman McGillivray and OCPR staff and OC Corporation Counsel can begin negotiating the terms of the future purchase agreement. The estimated timeline for this proposed acquisition is listed below: 1. Letter of Intent Between OCPR and Six Rivers Signed June 2021 2. Appraisal Completed 2021 3. TSD Sells Property (at 75% of value) to Six Rivers 2021/Early 2022 4. Six Rivers Holds Property While OCPRC Applies for Grant Funding 2022 5. OCPRC Applies for Trust Fund Grant April 2022 6. OCPR Notified of Grant Award December 2022 7. Grant Award/Approval/Contract Process Completed May 2022 8. OCPR Purchases Property from Six Rivers with Grant Funds Early 2023 9. Turtle Woods Opens as Oakland County Park 2023 If OCPR receives the grant funding for the property from the Michigan Natural Resources Trust Fund the request for the acquisition and the Purchase Agreement will then be submitted to the Oakland County Board of Commissioners for final approval. If OCPR does not receive approval for the grant funds for this acquisition, the proposed Purchase Agreement will not be presented to the Oakland County Board of Commissioners. Moved Mr. Stokes, supported by Ms. Charles to approve the Letter of Intent with Six Rivers Land Conservancy for the future acquisition of Turtle Woods Park property (currently owned by Troy School District) and direct staff to take the Letter of Intent to the Oakland County Board of Commissioners Economic Development and Infrastructure Committee for approval. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (10) NAYS: (0) Motion passed on a roll call vote. Partnership Agreements: Pontiac Foundation Open Streets Program Partnership Agreement Moved by Ms. Charles, supported by Mrs. Long to approve the Partnership Agreement with the Pontiac Community Foundation Open Streets Initiative. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes (9) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting June 2, 2021 Page 6 Brooksie Way Race Partnership Agreement Moved by Ms. Charles, supported by Mrs. Long to approve the Partnership Agreement with the Brooksie Way Race. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes (9) NAYS: (0) Motion passed on a roll call vote. Arts, Beats & Eats Partnership Agreement Moved by Ms. Charles, supported by Mrs. Long to approve the Partnership Agreement with Arts, Beats & Eats. AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes (9) NAYS: (0) Motion passed on a roll call vote. Proposed Waterpark Entrance Fees The OCPR Commission approved the 2021 Waterpark Fees in December 2020. Due to Michigan Department of Health and Human Services orders and staffing issues, the fees need to be modified to accommodate these current issues. Moved by Ms. Bagley, supported by Ms. Quarles to approve the proposed Oakland County Parks and Recreation Waterpark Fees for the 2021 season, until both waterparks are at 100% capacity, as listed below: 2021 Waterpark Proposed Fees for Limited Operation. All Fees 7 days/week Red Oaks Waterpark Features Open Fee Wave Pool Online Onsite Splash $ 17 $ 20 Slide Waterford Oaks Waterpark Wave Pool $ 11 $ 14 Splash AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes (9) NAYS: (0) Motion passed on a roll call vote. Bestop Sponsorship Agreement - Holly Oaks ORV Park 2021-2023 Moved by Ms. Quarles, supported by Ms. Herzog to approve the 3-Year $75,000 Sponsorship Agreement with Bestop for the creation of the Bestop Open Air Station at Holly Oaks ORV Park for 2021, 2022 and 2023. OCPR Commission Meeting June 2, 2021 Page 7 AYES: Bagley, Charles, Herzog, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes (9) NAYS: (0) Motion passed on a roll call vote. REPORTS: Natural Resources Management – Presentation Natural Resources Project Coordinator Sarah Cook-Maylen made a presentation on the 2021 Natural Resources related activities and progress within the OCPR park system. Topics covered in the presentation included: • OCPR Natural Resources and Natural Assets • Importance of Natural Resources Management • Management of the Land & the Management Processes, Techniques and Examples • Natural Resources Planning • 2021 Resources • 2020 Highlights • Future Plans: Staffing, Public Outreach, Contracted Services, Partnerships • Expanding the Natural Resources Work Across Oakland County Activity Participation and Program Review & Day Use Parks Report Chief of Park Operations and Maintenance-North District Jim Dunleavy, Chief of Park Operations and Maintenance- South District Tom Hughes, and Chief of Recreation Programs and Services Brandy Sotke-Boyd provided an update on the OCPR parks, facilities, events, and programs. 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 held in person on Wednesday, July 7, 2021 at 2:00 p.m. at Madison Heights City Hall in the City Council Chambers, located at 300 W. 13 Mile Road, Madison Heights, MI 48071. A tour of the Red Oaks Complex for the OCPR Commissioners will begin at noon. • The next OCPRC Executive Committee meeting is scheduled on Monday, June 14, 2021 at 1:00 p.m. via teleconference. • Oakland County Parks and Recreation 2020 Millage Awareness Campaign has been selected as a recipient of a 2021 NACPRO Award in the Marketing category. • The State of Michigan has announced that June 12-13, 2021 is free ORV weekend. ORV stickers will not be needed; however, the park entry fees still apply at Holly Oaks ORV Park. • The Normandy Oaks dedication events scheduled for Saturday, June 26, 2021. The time of the event is 10 a.m.-2 p.m. • As part of the 2020 Millage Initiative Oakland County Parks and Recreation has issued 5,545 free annual vehicle permits to date to seniors, military, veterans, and persons with a permanent disability. Executive Committee Update Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included 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; OCPR Lifeguard positions; and the 2021 proposed opening of the waterparks. OCPR Commission Meeting June 2, 2021 Page 8 Oakland County Parks and Recreation Director Recruitment Interim Executive Officer Susan Wells provided an update to the OCPR Commission members on the status of the Oakland County Parks and Recreation Director recruitment. To date the consultant has received 67 applications/resumes and the deadline to apply is June 2, 2021. Ms. Wells highlighted the next steps in the recruitment including the review of the applicants and the interview process. OLD BUSINESS - UNFINISHED BUSINESS: Request from Fuller Oak Management to Forgive Outstanding Debt Interim Executive Officer Susan Wells and Chief of Business Operations Phil Castonia provided an update on the request from Fuller Oak Management to forgive the outstanding debt amounts for utilities and contractual payments for the conference centers. The requests from Fuller Oak Management for the debt forgiveness, which would have an impact on past due amounts for 2020 and 2021, would require an amendment to the contract between Fuller Oak Management and Oakland County Parks and Recreation. The past due amounts are for both the pre-pandemic and pandemic time frames. OCPR representatives will continue working on this proposal and if a proposed solution can be agreed upon staff will submit a recommendation at the July OCPR Commission for the Commission’s consideration. NEW BUSINESS There are still many OCPR Waterpark Lifeguard positions that are not yet filled. Chairman McGillivray encouraged OCPR Commission members to use social media to try to recruit individuals for these Lifeguards positions in order to open the OCPR Waterparks in 2021. It is very important to get these key positions filled so the Waterparks can be opened for business soon. ADJOURNMENT: Meeting adjourned at 3:47 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary