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Home My WebLink AboutMinutes - 2021.09.01 - 39412Oakland County Parks and Recreation Commission Regular Meeting September 1, 2021 Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 2:03 p.m. in the Oakland County Parks and Recreation Waterford Oaks Activity Center. COMMISSION MEMBERS PRESENT: Chairman Gary R. McGillivray, Vice Chairman J. David VanderVeen, Amanda Herzog, Andrea LaFontaine, Jim Nash, Nancy Quarles, Lance Stokes (7) COMMISSION MEMBERS ABSENT: Secretary Ebony Bagley, Executive Committee Member Christine Long, Yolanda Charles (3) ALSO PRESENT: Parks and Recreation OC Fiscal Services/P & R OC Purchasing OC Water Resources Commission Oakland County 4H Fair Assoc Springfield Township APPROVAL OF AGENDA: Susan M. Wells, Interim Executive Officer Phil Castonia, Chief —Business Operations Sarah Cook-Maylen, Natural Resources Project Coordinator Mike Donnellon, Chief -Facilities Maintenance & Development Jim Dunleavy, Chief -Park Operations & Maint. - N. District Garrett Ebbeling, Graphic Designer Tom Hughes, Chief —Park Operations & Maint. - S. District Stephanie Mackey, Business Development Representative Melissa Prowse, Supervisor of Planning Desiree Stanfield, Supervisor of Marketing & Communications Mary Zednik, Communications & Marketing Assistant Jeff Phelps, Fiscal Services Coordinator Andy Krumwiede, Buyer II Joel Kohn, Environmental Planner Sara Ressler, Assistant General Manager Laura Moreau, Supervisor Moved by Mr. Nash, supported by Ms. Herzog to approve the agenda with the following change: Under Presentations/Recognitions - remove OCPR Commissioner Recognition — Robert E. Kostin. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Ms. Quarles, supported by Mr. VanderVeen to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of August 4, 2021, as submitted. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting September 1, 2021 Page 2 PUBLIC COMMENTS: There were no comments from the public. PRESENTATIONS/RECOGNITIONS: NACPRO Marketing and Millage Awareness Award Interim Executive Officer Susan Wells advised Oakland County Parks and Recreation received the 2021 National Association of County Parks and Recreation Officials (NACPRO) Marketing Award for the 2020 Millage Awareness Campaign. OCPR Staff members that worked on this campaign included Desiree Stanfield, Katie Stiefel, Garrett Ebbeling, Mary Zednik, Jane Peterson, Jen Asadi, Stephanie Mackey, and Jess Whatley. Ms. Wells and the Commission thanked staff for their hard work and efforts, especially considering the importance of social media on the 2020 Oakland County Parks and Recreation Millage Campaign. COMMUNICATIONS/REPORTS: Capital Improvement Expense Summary OCPR Fiscal Services Coordinator Jeff Phelps advised there are no FY2021 capital improvement or equipment items on the agenda requiring Unrestricted Net Position funding. Included in the Consent Agenda is the Fiscal Services FY2021 3rd Quarter Financial Forecast which includes an operating budget amendment reducing account #796500 Budgeted Equity Adjustments by ($91,695). The balance of the Unrestricted Net Position account as of July 31, 2021, is $27,377,088, which is a decrease of ($1,220,034) from the June 30, 2021, balance of $28,597,122. The FY2021 Amended Budget as of July 31, 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 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 Ms. LaFontaine, supported by Mr. Stokes to receive and file the Communications/Capital Improvement Expense Summary Report. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a unanimous voice vote. CONSENT AGENDA: Moved by Mr. Nash, supported by Ms. Quarles to approve Items 1 through 12 under Consent Agenda, as follows: 1. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 07/31/2021 (FM 10 FY 21) 2. Monthly Revenue and Expenditure Comparison Report for Month Ending 07/31/2021 (FM 10 FY 21) 3. Monthly Revenue and Expenditure Report by Line Item for Month Ending 07/31/2021 (FM 10 FY 21) 4. Monthly Capital Equipment Report for Month Ending 07/31/2021 (FM 10 FY 21) 5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 07/31/2021 (FM 10 FY 21) OCPR Commission Meeting September 1, 2021 Page 3 6. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 07/31/2021 (FM 10 FY 21) 7. FY 2021 Fiscal Services 3rd Quarter Financial Forecast 8. FY 2021 Fiscal Services 3rd Quarter Facilities Maintenance Budget Amendments (REVISED) 9. Monthly Purchasing Reports for Month Ending 07/31/2021 (FM 10 FY 21) 10. Maintenance Management Plan Budget 11. Capital Improvement Program - Project Report 12. 2021 3rd Quarter Contributions Report AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: Final Approval of Proposed FY 2022-2024 OCPR Operating Budget / Final Approval of Proposed FY 2022-2026 Capital Improvement Program Plan (CIP-Funded from Net Position) / Final Approval of Proposed FY 2022-2026 Maintenance Management Plan (MMP-Funded in the Operating Budget) / Final Approval of Proposed FY 2022-2026 Natural Resources Management Plan (NR-Funded in the Operating Budget) / Final Approval of Proposed FY2022 Capital Equipment Budget (Funded from Net Position) Moved by Mr. Nash, supported by Ms. Quarles to approve the Fiscal Year 2022-2024 Oakland County Parks and Recreation Proposed Operating Budget and adopt the following Fiscal Year 2022 General Appropriations Act resolution balancing total appropriations with available resources in the amount of $34,197,675; and Move to approve FY 2022, Proposed Capital Equipment Plan budget at $642,500; and Move to approve the FY2022 Capital Improvement budget of $4,406,000 and $1,860,769 for the Maintenance Management Plan (General Program Administration line -item, included in the operating budget), and forward it to the Oakland County Board of Commissioners for inclusion in the Oakland County Adopted FY2022- FY2024 budget: WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2022 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2022 Budget Recommendation as shown on the attached line -item budget report, hereby annexed, and made part of the General Appropriations Act for Fiscal Year 2022; and OCPR Commission Meeting September 1, 2021 Page 4 WHEREAS supplemental summaries and data contained herein are for informational purposes only and are not part of the General Appropriations Act for Fiscal Year 2022. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2022 General Appropriations Act balancing total appropriations with available resources at $34,197,675. BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. Davisburg Mill Pond Dam Removal & Restoration Proiect-Construction Documents & Bidding Phase Moved by Mr. Nash, supported by Ms. Herzog to conceptually approve the 100% design engineering drawings, engineer's opinion of cost and proceed with final construction drawings, specifications, permitting and bidding for the Mill Pond Dam Removal and Restoration Project; and Move to amend AECOM contract #5528 in the amount of $84,725 to proceed with final construction drawings, specifications, permitting and bidding for the Mill Pond Dam Removal and Restoration Project, pending the Charter Township of Springfield Board approval at the September 9, 2021 meeting. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. In response to a question from the Chairman McGillivray on the project, staff advised Davisburg Road will be closed for approximately 2 months and a detour/alternate route will be available during construction. Michigan Department of Natural Resources - Fisheries Habitat Grant Program Grant Acceptance (Mill Pond Dam Removal/Restoration) Moved by Mr. Stokes, supported by Ms. LaFontaine to approve the acceptance of the grant of $345,000 from the Michigan Department of Natural Resources Fisheries Habitat Grant Program forthe Mill Pond Dam Removal and Restoration Project and forward the grant agreement to the Oakland County Board of Commissioners for final approval. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting September 1, 2021 Page 5 Electrify America Solar Vehicle Charging Station License Agreement - Holly Oaks ORV Park Moved by Mr. VanderVeen, supported by Mr. Stokes to approve the license agreement with Electrify America for a solar -powered vehicle charging station to be located at Holly Oaks ORV Park through December 31, 2023, conditional upon Oakland County Corporation Counsel final review and approval of the agreement. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. Updated Stormwater Standards Moved by Ms. Lafontaine, supported by Ms. Herzog to approve the Oakland County -wide Stormwater Engineering Design Standards as submitted by the Water Resources Commissioner's Office and for the Chairperson to sign the attached Memorandum for Adoption of Oakland County Stormwater Engineering Design Standards for County Properties. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. Request to Sell Alcohol on Commission Property — Fall Michigan Antique Festival Moved by Ms. Quarles, supported by Mr. VanderVeen to approve the temporary liquor license for the Oakland County Fair Board to sell alcohol at the Fall Michigan Antique Festival, to be held at Springfield Oaks County Park October 8-10, 2021. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. Request to Sell Alcohol on Commission Property — DRAW/Clarkston State Bank Back Roads Half Marathon Moved by Ms. LaFontaine, supported by Mr. Nash to approve the temporary liquor license for DRAW (Disaster Relief At Work) to sell alcohol at the Clarkston State Bank Back Roads Half Marathon, to be held at Independence Oaks County Park November 14, 2021. AYES: Herzog, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting September 1, 2021 Page 6 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, October 6, 2021 at 1:00 p.m. at the Oakland Parks and Recreation Waterford Oaks Activity Center, 2800 Watkins Lake Road, Waterford, MI 48328 • The next OCPRC Executive Committee meeting is scheduled on Monday, September 13, 2021 at 1:00 p.m. via teleconference • Red Oaks Waterpark is now closed for the season due to staffing levels. • 2022 OCPR Annual Vehicle Permits will go on sale September 27, 2021. Oakland County residents may also obtain the free 2020 Annual Vehicle Permits for seniors (62+), veterans, active military, and individuals with permanent disabilities • Learn to Swim program in collaboration with Huron Clinton Metroparks Authority • 2020 OCPR Millage Initiatives Grant Programs Schedule Executive Committee Update Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting focused on the process for hiring a new Parks and Recreation Executive Director. The candidate will be meeting with both Oakland County Board of Commissioners caucus groups on September 2, 2021. ANNOUNCEMENTS: Hearing no objections from the OCPR Commission members, Chairman McGillivray announced the time for all future 2021 OCPR Commission meetings will be changed from 2:00 p.m. to 1:00 p.m. The meetings will be held in the Waterford Oaks Activity Center due to the recent changes in COVID-19 numbers and social distancing guidelines. The next meeting will be Wednesday, October 6, 2021 at 1:00 p.m. at the Waterford Oaks Activity Center. Chairman McGillivray requested a report showing the current budget for the 2020 Millage Initiative programs, including funds spent to date on CISMA, the Trails Program, Local Community Grants, and OCPR Annual Vehicle Park Passes for seniors, veterans, active military, and individuals with permanent disabilities. Chairman McGillivray also requested staff schedule another OCPR Sustainability Committee meeting to review some outstanding/pending matters. Commissioner Quarles requested staff provide a detailed report on the local community parks grant program clearly stating the criteria, requirements, or protocols for requesting funds from this program. She has been contacted by some local municipal officials asking about the program and would like to be able to provide those individuals with the details about the program. OCPR Commission Meeting September 1, 2021 Page 7 ADJOURNMENT: Meeting adjourned at 2:50 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary