HomeMy WebLinkAboutMinutes - 2021.07.07 - 39409Oakland County Parks and Recreation Commission
Regular Meeting
July 7, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:04 p.m.
in the City Council Chambers at Madison Heights City Hall.
COMMISSION MEMBERS PRESENT:
Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Secretary Ebony Bagley, Yolanda Charles,
Andrea LaFontaine, Jim Nash, Lance Stokes (7)
COMMISSION MEMBERS ABSENT:
Executive Committee Member Christine Long, Amanda Herzog, Nancy Quarles (3)
ALSO PRESENT:
Parks and Recreation Susan M. Wells, Interim Executive Officer
Brandy Sotke-Boyd, Chief -Recreation Programs and Services
Phil Castonia, Chief — Business Operations
Mike Donnellon, Chief -Facilities Maintenance & Development
Jim Dunleavy, Chief - Park Operations & Maint. - N. District
Sarah Hudson, Park Naturalist
Tom Hughes, Chief — Park Operations & Maint. - S. District
Melissa Prowse, Supervisor of Planning
APPROVAL OF AGENDA:
Moved by Mr. VanderVeen, supported by Ms. Bagley to approve the agenda as submitted.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Ms. Charles, supported by Mr. Stokes to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of June 2, 2021, as submitted.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
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July 7, 2021
Page 2
PRESENTATIONS/RECOGNITIONS:
Madison Heiahts Citv Manager Melissa Marsh
Chairman McGillivray introduced Madison Heights City Manager Melissa Marsh. The Commission thanked
Ms. Marsh for allowing the Oakland County Parks and Recreation Commission to hold the meeting in the Madison
Heights City Council Chambers.
Recognition of Park Naturalist Sarah Hudson
Chief of Recreation Programs and Services Brandy Sotke-Boyd presented a plaque to Park Naturalist
Sarah Hudson. Sarah has been with OCPR for 7 years as a Park Naturalist working out of the Red Oaks Nature
Center. Sarah is a knowledgeable and skilled naturalist, has coordinated nature center operations and interpretive
programming for thousands of participants at both nature centers, and has been the driving force behind the Red
Oaks Nature Center. Sarah will be leaving Oakland County Parks and her hard work and dedication will be missed.
Her ready smile, caring manner and positive attitude have endeared her to staff and nature center guests alike.
On behalf of the OCPR Commission Chairman McGillivray thanked Sarah for her service to the Oakland County
Parks and Recreation Department.
Sarah advised she has enjoyed her time working at OCPR
COMMUNICATIONS:
Capital Improvement Expense Summary
There are no items on the agenda requiring Unrestricted Net Position funding for capital acquisitions. A consent
agenda budget amendment per MR#21203, approved at the May 26, 2021 Oakland County Board of Commissioners
meeting, for the Human Resources Compensation Study increasing salaries and fringe benefits by $806,513 for
FY2021 and $1,209,782 for FY2022/FY2023 is included for approval. The balance of Unrestricted Net Position as of
May 31, 2021 is $29,711,775. This is an increase of $339,181 from the April 30, 2021 balance of $29,372,594. The
revised FY2021 Amended Budget as of May 31, 2021 is $33,515,604. The Unrestricted Net Position policy sets a
recommended balance of funds to be set at 50% of the operating budget. The revised requirement of Unrestricted Net
Position funds is $16,757,802. The Parks and Recreation fund is currently $12,614,791 above the policy requirement.
Moved by Mr. VanderVeen, supported by Ms. Charles to receive and file the Communications Capital
Improvement Expense Summary Report.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a unanimous voice vote.
CONSENT AGENDA:
Moved by Ms. Bagley, supported by Ms. LaFontaine to approve Items 1 through 12 under Consent
Agenda, as follows:
OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 05/31/2021 (FM 08 FY21)
2. Monthly Revenue and Expenditure Comparison Report for Month Ending
05/31/2021 (FM 08 FY 21)
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July 7, 2021
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3. Monthly Revenue and Expenditure Report by Line Item for Month Ending
05/31/2021 (FM 08 FY 21)
4. Monthly Capital Equipment Report for Month Ending 05/31/2021 (FM 08 FY 21)
5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
05/31/2021 (FM 08 FY 21)
6. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position for Month Ending 05/31/2021 (FM 08 FY 21)
Maintenance Management Plan Budget
Monthly Purchasing Reports for Month Ending 04/30/2021 (FM 07FY 21)
9. Pending Capital Improvement Project Report
10. Request to Sell Alcohol - Oakland Uncorked
11. Budget Amendment for Salary Administration Plan Approved with MR#20659
WHEREAS the Board of Commissioners approved MR #20659 to adapt the new compensation plan and
evaluation toot and authorized the compensation plan implementation be effective January 30, 2021 and
WHEREAS MR #20659 stated "that a detailed budget amendment for FY 2021 - FY 2023 be presented with
a separate resolution when the updated employee database with step placements are made available" and
WHEREAS the updated cost to implement the salary plan is $16,136,993 per year (FY 2021 prorated amount
of 10,755,345) with the General Fund/General Purpose (GFiGP) impact of approximately $9,047,112 per
year (FY 2021 prorated amount of 6,029,967), Special Revenue impact of $1,700,185 per year (FY 2021
prorated amount of $1,133,488), and a Proprietary Fund impact of $5,389,696 per year (FY 2Q21 prorated
amount of $3,591,890); and
WHEREAS the funding sources for the compensation plan implementation was referenced in the adoption of
the overall Compensation & Classification Study implementation (MR #20659) that included reference to the
use of fund balance while the overall workforce planning efforts are implemented over the next several years.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves
the budget amendment. for the Salary Administration Plan FY 2021 >- FY 2023, as approved with MR #20859,
detailed in the attached Schedules A and B.
Chairperson, on behalf of the Legislative Affairs and Government Operations Committee, I move the adoption
of the foregoing resolution.
12. Request to Sell Alcohol - Friends of the Castle for Taco Fest
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
COVID-19 Pandemic Accounts Receivable Write -Off with Fuller Oak Management, LLC
The COVID-19 Pandemic hit many businesses very hard in 2020, and 2021 may not be any better. This is particularly
the case for the OCPR Conference Centers where large indoor gatherings of people are the norm. Given the impact
on its business due to the COVID-19 pandemic, representatives from Fuller Oak Management LLC requested relief of
rent and utilities under its current contract. OCPR staff met with Oak Management and with Chairman McGillivray and
Chairman Woodward to bring the debt from FY2020 to a resolution.
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July 7, 2021
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Oak Management Current Financial Situation
Addison Oaks and Glen Oaks Past Due Utilities (January 2020 — March 2021)
$88,906.25
Addison Oaks and Glen Oaks Past Due Flat Fee (Fiscal Year 2020)
$125,663.61
Addison Oaks and Glen Oaks Past Due Equipment Fee (Fiscal Year 2020)
$21,854.54
Grand Total through March 31, 2021
$236,424.40
Addison Oaks and Glen Oaks Estimated Utilities (April 2021 — June 2021)
$12,500.00
Addison Oaks and Glen Oaks Upcoming Flat Fee (Fiscal Year 2021)
$129,433.51
Addison Oaks and Glen Oaks Upcoming Equipment Fee (Fiscal Year 2021)
$22,510.18
Fiscal Year 2021 Fees Due in October:
$151,943.69
Loan/Grant Name Applied for Year Amount Received
Paycheck Protection Program (PPP) 2020 $276,761
Paycheck Protection Program (PPP) 2021 $381,920
Sales Data Year Revenue
Addison Oaks FY19 $1,678,142.56
Glen Oaks FY19 $1,470,742.18
TOTAL FY19 $3,148,884.74
Addison Oaks FY20
$843,924.08
Glen Oaks FY19
$671,909.55
TOTAL FY20
$1,515,833.63*
*90% of this revenue was captured prior to the Pandemic.
Addison Oaks FY21
$691,899.01
Glen Oaks FY21
$508,618.01
TOTAL FY21
$1,200,517.02**
**Estimated revenue provided by Oak Management
To resolve the current outstanding debt of Fuller Oak Management LLC the
following resolution contained in a
Contract amendment has been proposed:
Fuller Oak Management Shall:
• Pay past due Utility Reimbursements (January 2020 — March 2021), in full, $88,906.25 on the
date the Contract amendment is fully executed. Including the April — June 2021 amount which
will be available by this time.
• Move utilities into Oak Management's name moving forward.
• A one-time payment $50,000.00 toward the FY2020 past due amount of $147,518.15 in Flat Fees
and Equipment Fees on the date the Contract amendment is fully executed. (34% of the total)
• A one-time payment $30,000.00 toward the FY2021 Flat Fees and Equipment of Fees amount
of $151,943.69 by October 15, 2021. (20% of the total)
Moved by Ms. LaFontaine, supported by Ms. Bagley to approve the following resolution approving the
Contract Amendment with Fuller Oak Management LLC, to resolve its current outstanding debt, and forward it
to the Oakland County Board of Commissioners for approval and debt forgiveness:
WHEREAS Oakland County and Fuller Oak Management, LLC entered into a contract (County Contract
#004048) for food and beverage services at Addison Oak Conference Center and Glen Oaks Conference
Center and Grill Room (collectively "Facilities") with an effective of January 1, 2016 ("Contract"), approved by
Miscellaneous Resolution #14020; and
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July 7, 2021
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WHEREAS during the COVID-19 Pandemic, certain prohibitions/restrictions were placed on the use of the
Facilities and food and beverage services at the Facilities; and
WHEREAS because of these prohibitions/restrictions and the decrease in revenues, Oak Management
approached the Oakland County Parks and Recreation Commission requesting forgiveness of certain fees
under the Contract; and
WHEREAS the Oakland County Parks and Recreation Commission Chairperson created a Work Group to
examine this request; and
WHEREAS the Work Group had several meetings and with the assistance of the Department of Corporation
Counsel drafted the attached Contract Amendment to resolve the issue: and
WHEREAS because the attached Contract Amendment provides for forgiveness of certain fees required by
the Contract, Miscellaneous Resolution #93135 requires Oakland County Board of Commissioners approval;
and
WHEREAS the Oakland County Parks and Recreation Commission recommends the Oakland County Board
of Commissioners approve and authorize the execution (pursuant to Oakland County Purchasing Policies and
Procedures) of the attached Contract Amendment with Fuller Oak Management to provide for debt
forgiveness pursuant to Miscellaneous Resolution #93135.
NOW THEREFORE BE IT RESOLVED the Oakland County Board of Commissioners approves and
authorizes the execution (pursuant to Oakland County Purchasing Policies and Procedures) of the attached
Contract Amendment with Fuller Oak Management to provide for accounts receivable write-off pursuant to
Miscellaneous Resolution #93135.
BE IT FURTHER RESOLVED to write-off $41,932.80 in Fiscal Year 2020 for Glen Oaks Conference Center
and $55,585.35 in Fiscal Year 2020 for Addison Oaks Conference Center. Also, to write-off $52,435.79 in
Fiscal Year 2021 for Glen Oaks Conference Center and $69,507.90 in Fiscal Year 2021 for Addison Oaks
Conference Center.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
Enbridoe Construction License -Pipeline Removal at Rose Oaks
As previously reported to the OCPR Commission in 2019 and 2020, on February 22, 2019 the OCPR Natural
Resource Crews discovered approximately 50 yards of the abandoned 30" diameter Enbridge Energy (EE), 6b
pipeline floated to the surface of the Rose Oaks wetlands and is obstructing a portion of the waterway. On October 17,
2019, OCPRC staff met with EE staff and requested a resolution for the removal of the exposed abandoned pipeline.
On January 21, 2021, staff met with EE project managers on site to review the proposed removal project area and site
access. EE project managers anticipated the removal of the pipe will be completed in October 2021, pending the
completion of all permitting and environmental restrictions.
As part of this project and to minimize environmental wetland impacts within the existing easement, staff has
requested EE to utilize the OCPR existing trail system for project area access. Use of park property for the
construction access routes will require approval of a Construction License Agreement, including the payment of the
fair market value for their use, to OCPRC.
Staff is working closely with EE project managers to obtain all required environmental permits, including
Best Management Practices (BMP) according to the Oakland County Eastern Massasauga Rattlesnake
Implementation Plan ('EMR' & 'EMRIP') to comply with the 2016 Candidate Conservations Agreement with
Assurances (CCAA) with the Michigan Department of Natural Resources (MDNR), Michigan Department of Military
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July 7, 2021
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and Veterans Affairs (DMVA) and the US Fish and Wildlife Service. This plan agrees to manage OCPR properties and
protect the EMR "... in ways that are consistent with the long-term sustainability and persistence of EMR."
Based on the provided property calculation in Attachment C of the License Agreement, fair market value for the
temporary use of park property is $16,325.
Moved by Ms. Charles, supported by Mr. Stokes to approve a Construction License Agreement with Enbridge
Energy, LP, of Superior, Wisconsin for accessing the removal work site of the existing abandoned 30" pipeline
that has floated to the surface of the wetland at Rose Oaks County Park, including the fair market value of
$16, 325.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
Request for Daily Vehicle Permits for Prescription for Healthy Oakland Program
Oakland County Parks and Recreation partnered with the Oakland County Health Division (OCHD) and Oakland
University to participate in the Prescription for Healthy Oakland program. Prescription for Healthy Oakland is a free
program for families with children (0-18) OR adults (60+) that have low income with limited access to fresh produce.
As part of this program, the OCPR Commission recently approved a reimbursement agreement with Oakland
University (fiduciary) to accept vouchers for fresh produce at the Oakland County Farmer's Market. Clients participate
in online health education sessions and are provided with physical activity resources and vouchers that can be used in
local stores to purchase produce (restrictions apply). Families will receive $80 per month and older adults will receive
$40 per month for up to six months. The OCHD requested some daily vehicle passes as prizes for physical activity
challenges, to encourage residents to visit their Oakland County Parks to be active outdoors.
Moved by Ms. Bagley, supported by Mr. Nash to approve the provision of 30 Oakland County Parks and
Recreation daily vehicle passes to the Oakland County Health Division for the Prescription for a Healthy
Oakland program.
AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
Waterford Oaks Waterpark Public Engagement Plan
Supervisor of Planning Melissa Prowse provided the Commission a report on the proposed Waterford
Oaks Waterpark Public Engagement Plan. The OCPR Commission and staff have been discussing the future of the
Waterford Oaks Waterpark for several years. At the April 2021 Parks Commission meeting the Commission received
the Fiscal Sustainability Committee's recommendation for Waterford Oaks Waterpark. The Commission also approved
the work needed to ensure a safe 2021 season, and for staff to continue to evaluate and assess the facility, with public
input, to determine the future of the facility. Staff developed a Public Engagement Plan to gather public input over the
course of the summer. As Waterford Oaks Waterpark will not open in 2021, staff will ramp up additional online and e-
mail -based communication to residents and park visitors to gather feedback digitally. An initial stakeholder list is
available in the Public Engagement Plan. The survey instrument would be promoted via the Web site, social media,
and e-mail. The survey will focus on overall experiences that people are looking for to help guide staff and the
Commission to develop a plan that best meets the needs of residents who use this facility, while also developing
amenities that are fiscally responsible and operationally sustainable. Public engagement is scheduled to kick-off in
mid -July and run through mid -August, with the survey open for a minimum of one month. Staff will then analyze the
data and bring a report to the Commission in October.
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UNFINISHED BUSINESS:
There was no Unfinished Business.
NEW & MISCELLANEOUS BUSINESS:
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, August 7, 2021 at 2:00 p.m. at
the Oakland County Board of Commissioners Auditorium, located at 1200 N. Telegraph Road, Pontiac, MI
48341
• The next OCPRC Executive Committee meeting is scheduled on Monday, July 19, 2021 at 1:00 p.m.
via teleconference.
• The rescheduled Normandy Oaks dedication event will be held Saturday, July 10, 2021 from
10:00 a.m.-2:00 p.m.
• OCPR Golf Operations Report for April and May 2021
• Notification from the Governor's office there will be $150 million available from the American Rescue Plan for
local parks and recreation agencies - specifically for parks and trails. This program will be coordinated
through the Michigan Department of Natural Resources.
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the status of
request from Fuller Oak Management LLC on its request to waive the outstanding debt for past due utilities and
contractual payments from the OCPR Conference Centers; OCPR waterparks and the fact that Waterford Oaks
Waterpark will not open this year; amenities at Red Oaks Waterpark, limited hours, lifeguards, and current capacity at
the waterparks.
Update on Parks and Recreation Director Hiring Process
Chairman McGillivray advised Interim Executive Officer Sue Wells has done a greatjob helping the Commission the
last several months, especially with the coordination of the interview process for the new Parks and Recreation
Director. He also provided the Commission an update on the status of the interviews. Staff will contact the
Commission to schedule a Special OCPR Commission meeting to conduct the second interviews with the top
candidates for the Parks and Recreation Director position.
ANNOUNCEMENTS:
Chairman McGillivray thanked the OCPR staff for the tours of Red Oaks Park and its amenities, and for the
demonstrations on lifesaving techniques which were conducted prior to the Commission meeting.
ADJOURNMENT:
Meeting adjourned at 2:42 p.m.
Ebony Bagley, Secretary
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Vicky Valko, Recording SecrePary