HomeMy WebLinkAboutMinutes - 2021.08.04 - 39411Oakland County Parks and Recreation Commission
Regular Meeting
August 4, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:01 p.m.
in the Oakland County Parks and Recreation Administration Building Commission Meeting Room.
COMMISSION MEMBERS PRESENT:
Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Executive Committee Member Christine Long,
Yolanda Charles, Amanda Herzog, Andrea LaFontaine, Lance Stokes (7)
COMMISSION MEMBERS ABSENT:
Secretary Ebony Bagley, Jim Nash, Nancy Quarles (3)
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services/P & R
OC Purchasing
Oakland County 4H Fair Assoc
OCPR Employee Retiree
APPROVAL OF AGENDA:
Susan M. Wells, Interim Executive Officer
Mike Boyd, Park Supervisor -Waterford Oaks Park
Phil Castonia, Chief —Business Operations
DJ Coffey, Park Supervisor-Groveland Oaks Park
Sarah Cook-Maylen, Natural Resources Project Coordinator
Mike Donnellon, Chief -Facilities Maintenance & Development
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief -Park Operations & Maint. - N. District
Colin Gibbs, Maintenance Supervisor II
Tom Hughes, Chief —Park Operations & Maint. - S. District
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief -Recreation Programs and Services
Jeff Phelps, Fiscal Services Coordinator
Andy Krumwiede, Buyer II
LC Scramlin, General Manager
Steve Dendler
Moved by Mr. Stokes, supported by Mr. VanderVeen to approve the agenda as submitted.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Ms. Charles, supported by Ms. Herzog to approve the minutes of the Oakland County Parks and
Recreation Commission Regular Meeting of July 7, 2021, as submitted.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a unanimous voice vote.
OCPR Commission Meeting
August 4, 2021
Page 2
PUBLIC COMMENTS:
Oakland County 4H Fair Association General Manager LC Scramlin thanked the OCPR Commission and staff for all
the assistance and support with the 2021 Oakland County Fair. This year was the 50'h year the Oakland County Fair
has been held at Springfield Oaks County Park. Mr. Scramlin advised OCPR staff always goes the extra mile to assist
and make sure everything works so well. He also thanked Oakland County Parks and Recreation for being a sponsor
of the Fair for 2021.
Mr. Scramlin also serves on the board for the Michigan State Fair and advised the 2021 Michigan State Fair will be
held September 2-6, 2021 at Suburban Collection Showplace in Novi. He advised this is the only fair that is a private
entity and uses no tax dollars to support this fair.
Chairman McGillivray thanked Mr. Scramlin and the Oakland County 4H Fair Association for its leadership and all their
work on the Oakland County Fair and the Michigan State Fair.
PRESENTATIONS/RECOGNITIONS:
Retired Skilled Maintenance Mechanic - Steven Dendler
Colin Gibbs, Maintenance Supervisor II, presented a plaque to Steve Dendler in recognition for his many dedicated
years of service to Oakland County Parks and Recreation. Steve was an Automobile Mechanic II and recently retired
after more than 9 years of service to Oakland County Parks and Recreation.
Long -Term Part -Time Employee Chris Rodriguez
Waterford Oaks Park Supervisor Mike Boyd presented a plaque to Seasonal Program Specialist Chris Rodriquez,
in appreciation for his work as a part-time employee at Oakland County Parks and Recreation for 27 years. Chris
has driven county buses for programs and events; maintained the Recreation Programs and Services trucks and
mobile units; painted; set up and break down of the rentals at Waterford Oaks County Park and mobile unit
rentals; and was the DJ, playing music at monthly social events for individuals with disabilities.
The Commission thanked and congratulated Mr. Dendler and Mr. Rodrigues for their hard work, dedication, and
service to the residents of Oakland County.
NACo 2021 Awards
Achievement Award -Holly Oaks ORV Park: The Commission received the 2021 National Association of Counties
(NACo) Achievement Award Program for Holly Oaks ORV Park. Chief of Park Operations and Maintenance -North
District Jim Dunleavy thanked staff for all their hard work and dedication on the ORV Park improvements amenities.
NACo 2021 Achievement Award -Best in Class COVID-19 Memorial Walk: Brandy Sotke-Boyd, Chief of Recreation
Programs and Services, presented the Commission with the 2021 NACo — Best of Category — Civic Education and
Public Information Award. This award was for the OaklandTogether COVID-19 Tribute which was hosted at Waterford
Oaks County Park. This program paid tribute to the sacrifice and resilience of residents while honoring the collective
pain and loss that has touched our lives. The #OaklandTogether COVID-19 Tribute program included:
• Virtual Discussion and COVID-19 Update: County Executive David Coulter and Lt. Gov. Garlin Gilchrist participated in a
virtual discussion about COVID-19 and the inequities people of color faced when confronting the virus.
• Top County Officials Remember One Year of Living with COVID-19 video: Executive Coulter and other County officials
reflect on the pandemic and discuss the tragedies, suffering and heroism many experienced since March 10, 2020.
• Remembrance and Gratitude Story Maps: Crowdsourced story maps for stories and photos of those we have lost to
COVID-19 on the Remembrance Map as well as appreciation for acts of kindness for frontline workers and support for local
businesses on the Gratitude Map.
• #OaklandTogether COVID-19 Tribute Walk: A half -mile immersive light display that paid homage to those we've lost to
COVID-19, gave thanks to those who risked their lives to keep us safe, and expressed gratitude for those who have
helped us through the last year.
These NACo Awards were presented to Oakland County Parks and Recreation at the NACo Annual Conference and
Exposition held on July 11, 2021 in Prince George's County, Maryland.
OCPR Commission Meeting
August 4, 2021
Page 3
COMMUNICATIONS/REPORTS:
Capital Improvement Expense Summary
OCPR Fiscal Services Coordinator Jeff Phelps advised there are three items on the agenda requiring Unrestricted Net
Position funding which total $52,637:
Water Road (Rose Township) Property Donation $ 25,000
CISMA Phragmites Treatments $ 18,345
Red Oaks Waterpark — Family Restroom 9,292
Total $ 52,637
In addition, the Consent Agenda includes an amendment to the operating budget for Budgeted Equity Adjustments
in the amount of $125,093 as part of the Accounts Receivable Write-off with Fuller Oak Management. The balance
of Unrestricted Net Position as of June 30, 2021 is $28,597,122 which is a decrease of $1,114,653 from the
May 31, 2021, balance of $29,711,775. The revised FY2021 Amended Budget as of June 30, 2021 is $33,480,279.
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 $16,740,139. The Parks and Recreation fund is currently
$11,856,983 above the policy requirement.
Moved by Mrs. Long, supported by Ms. Herzog to receive and file the Communications/Capital Improvement
Expense Summary Report.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. VanderVeen to approve Items 1 through 13 under Consent
Agenda, as follows:
1. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 06/30/2021 (FM 09 FY 21)
2. Monthly Revenue and Expenditure Comparison Report for Month Ending 06/30/2021
(FM 09 FY 21)
3. Monthly Revenue and Expenditure Report by Line Item for Month Ending 06/30/2021
(FM 09 FY 21)
4. Monthly Capital Equipment Report for Month Ending 06/30/2021 (FM 09 FY 21)
5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
06/30/2021 (FM 09 FY 21)
6. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 06/30/2021 (FM 09 FY 21)
7. Maintenance Management Plan Budget
8. Monthly Purchasing Reports for Month Ending 05/31/2021 (FM 08 FY 21)
9. Pending Capital Improvement Project Report
10. FY2022 Project Approval Schedule
11. Springfield Oaks Ellis Barn - Budget Amendment
OCPR Commission Meeting
August 4, 2021
Page 4
12. Contracted Fall 2021 Phragmites Treatments
13. Fuller Oaks Management Account Receivable Write -Off Resolution
WHEREAS Oakland County and Fuller Oak Management, LLC entered into a contract (County
Contract #004048) for food and beverage services at Addison Oaks 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
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.
BE IT FURTHER RESOLVED the FY2021 budget is amended.
PARKS AND RECREATION FUND #50800
Expenses: FY2021
5060427-160044-732046 Uncollectible Accounts Receivable $ 94,369
5060417-160044-732046 Uncollectible Accounts Receivable 125,093
5060666-160666-796500 Budgeted Equity Adjustments (219,462)
$-0-
Chairperson, on behalf of the Legislative Affairs & Government Operations Committee, I move the
adoption of the foregoing resolution.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
OCPR Commission Meeting
August 4, 2021
Page 5
Red Oaks Waterpark Family Restroom - Budget Amendment
Moved by Ms. LaFontaine, supported by Ms. Charles to approve the Red Oaks Waterpark Family Restroom
Construction contract amendment to CE Gleeson Constructors of Troy, Michigan, in the amount of $28,599
of staff authorized change orders, for a total project amount of $286,313.
Staff further recommends funding the additional $9,292.00 from Unrestricted Net Position as follows:
Net Position — Unrestricted
Net Position Unrestricted ($9,292)
50800-5060201-160900-740030 Capital Improvement Program $9,292
$-0-
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
OCPR Proposed 2022 Annual Vehicle Permit Fees
OCPR staff recommended maintaining the current Resident Annual Motor Vehicle Fees, Non -Resident Annual
Motor Vehicle fees and Non -Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle fees for
2022 that were approved for 2021 for the following day -use and dog parks: Addison Oaks, Groveland Oaks,
Highland Oaks, Independence Oaks, Lyon Oaks, Orion Oaks, Red Oaks, Rose Oaks, and Waterford Oaks.
OCPR Staff contacted the staff at Huron -Clinton Metroparks and have been advised HCMA will also continue to keep
the same fees for 2022 that were approved for 2021.
Moved by Ms. Herzog, supported by Ms. Charles to approve the fees for the OCPR Resident
Annual Motor Vehicle, Non -Resident Senior Citizen/Adaptive/Active MilitaryAnnual Motor Vehicle,
and Second Vehicle Discount Annual Motor Vehicle passes and non-resident Annual Vehicle
Passes for 2022 that were approved for 2021 for the following day -use and dog parks: Addison Oaks,
Groveland Oaks, Highland Oaks, Independence Oaks, Lyon Oaks, Orion Oaks, Red Oaks, Rose Oaks, and
Waterford Oaks, as listed below:
Revenue
Type of Vehicle Permit 2018 2019 2020 2021 Fee Proposed 2022 Fee
Daily Motor Vehicle Permits
Regular (Non -Resident Rate)
$ 56,430
$ 55,490
$ 45,156 1
$12/car/day
$12/car/day
Resident Discount 1
$ 171,826
$ 174,480 1$137,890
1
$5/gr/day
$5/car/day
Annual Motor Vehicle Permit
Regular (Non -Resident)
$ 16T32
$12,240
$16,800
$48
$48
Regular (Non -Resident) 2nd Vehicle Discount
$ 380
$380
$418
$38
$38
Resident Discount
$ 234,221
$ 173,160
$ 223,622
$30
$30
Resident 2nd Vehicle Discount
$ 17,152
$ 14,175
$ 14,550
$15
$15
Non -Resident Seniors/Military/Persons with Disabilities
$4,382
$3,008
$2,784
$32
$32
Non -Res Senior/Military/Persons with Disabilities 2nd Vehicle Discount
$25
$175
$150
$25
$25
OCPR/HCMA Join, pass
$ 132,985
$ 113,634
$109,032
$64
$64
Buses/Vans
Resident Buses/Vans
$1/person ($8 min)
$1/person (.$B min)
Non -Resident Buses/Vans
$2/person ($11
$2/person ($10 min)
Buses/Vans Seniors/Military/Persons with Disabilities (12 passenger+)
I $12/bus/van./day
$12/bus/van/day
Walk-ins/Bike-ins at Day -Use Parks
Free
Free
Fourth of July Fireworks at Groveland Oaks with Annual Vehicle Pass
Free
Fourth of July Fireworks at Groveland Oaks without Annual Vehicle Pass
$20 afier4 p.m.
Oakland County Parks Days at the Oakland County Fair
Free
Free
Vehicle Permit Group Discounts
Quantity
Price/Permit
25-1DO
$25
101-250
$20
$251+
$15
OCPR Commission Meeting
August 4, 2021
Page 6
And move to approve the agreement with Huron Clinton Metroparks Association (HCMA) to sell 2022 Joint
OCPR/HCMA Annual Vehicle Park Permit Passes.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
Water Road (Rose Township) Property Donation Update and Request for Capital Project Creation
Supervisor of Planning Melissa Prowse advised the Commission the acceptance of the donation of 32 acres of
land along Water Road was approved at the April OCPR Commission meeting. Staff has been advised the
property owners will be contributing $15,000 toward the costs for the acquisition, which should bring the costs for
Oakland County Parks and Recreation between $4,00045,000. This property is located between Highland Oaks and
Rose Oaks county parks and is connected to the Michigan Nature Association Preserve. The estimated value of the
property is $330,000.
Moved by Ms. LaFontaine, supported by Mr. Stokes to approve the creation of a capital project in the amount
of $25,000 for the acquisition (via donation) of the Water Road property in Rose Township.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
Appointment of New Parks & Recreation Director
Moved by Mr. Stokes, supported by Ms. Herzog to make a conditional offer of employment to
Lawrence Hemingway for the position of Oakland County Parks and Recreation Director, contingent upon the
satisfactory and successful completion of the pre -employment physical, passing a complete and thorough
background check, and approval of the appointment by the Oakland County Board of Commissioners.
AYES: Charles, Herzog, LaFontaine, Long, McGillivray, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote
Commissioner LaFontaine requested moving forward that the Commission is being true to Oakland County Parks and
Recreation policy in monitoring employee behavior in order to protect the organization. Commissioner Charles
advised for future employment interviews with the OCPR Commission it would be appropriate to make sure the same
questions are asked of all candidates.
UNFINISHED BUSINESS:
There was no Unfinished Business.
NEW & MISCELLANEOUS BUSINESS:
Commissioner Herzog provided an update on the status of the Environmental Sustainability Committee. The
committee is working on creating short-term and long-term objectives and action items. Key focus areas will be public
education and engagement; 5-Year OCPR Master Plan; and how these will align with the countywide sustainability
plan. The next meeting will be August 12, 2021 at 2:00 p.m. via Zoom.
OCPR Commission Meeting
August 4, 2021
Page 7
Commissioner Herzog also thanked OCPR staff for the two-day tour of the parks in the north and south districts that
was conducted for the new members of the OCPR Commission. The Commissioners were able to see the parks,
speak with staff, and hear some of the challenges staff is currently facing.
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, September 1, 2021 at
2:00 p.m. at the Oakland Parks and Recreation Commission Meeting Room, 2800 Watkins Lake Road,
Waterford, MI 48328
® The next OCPRC Executive Committee meeting is scheduled on Monday, August 16, 2021 at 1:00 p.m.
via teleconference
® OCPR Golf Revenues & Starts Comparison Report through July 31, 2021
® Storm damage and clean up at Glen Oaks Golf Course.
Interim Executive Officer Susan Wells thanked all staff that participated in the storm clean up at Glen Oaks Golf
Course for volunteering to assist, for clearing the damage and the 35 trees that were blown down during the storm,
and for getting it all done so quickly. The golf course was only closed one and one-half days due to power outages in
the area.
Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting included the
recommendation on the 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 wave pools;
and OCPR golf courses. The next OCPRC Executive Committee meeting will be August 16, 2021 at 1:00 p.m. via
teleconference.
ANNOUNCEMENTS:
Commissioner Charles requested staff research if there could be additional areas in the southern section of Oakland
County to sell the OCPR Annual Vehicle Permits/Park Passes.
ADJOURNMENT:
Meeting adjourned at 2:47 p.m.
Ebony Bagley, Secretary
9� byhy,
Vicky Valko, ording Secretary