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HomeMy WebLinkAboutMinutes - 2021.10.06 - 39414Oakland County Parks and Recreation Commission Regular Meeting October 6, 2021 Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:02 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, Secretary Ebony Bagley, Yolanda Charles, Andrea LaFontaine, Jim Nash, Nancy Quarles, Lance Stokes (8) COMMISSION MEMBERS ABSENT: Executive Committee Member Christine Long (1) ALSO PRESENT: Parks and Recreation OC Corporation Counsel OC Fiscal Services/P & R OC Purchasing APPROVAL OF AGENDA: Susan M. Wells, Interim Executive Officer Mark Adams, Architectural Engineer Phil Castonia, Chief —Business Operations Mike Donnellon, Chief -Facilities Maintenance & Development Jim Dunleavy, Chief -Park Operations & Maint. - N. District Collin Gibbs, Maintenance Supervisor II Amanda Herzog, Parks Project Advisor Tom Hughes, Chief —Park Operations & Maint. - S. District Melissa Prowse, Supervisor of Planning Abe Qasim, Skilled Maintenance HVAC Brandy Sotke-Boyd, Chief of Recreation Programs and Services Desiree Stanfield, Supervisor of Marketing & Communications Jody Hall, Financial Attorney Jeff Phelps, Fiscal Services Coordinator Andy Krumwiede, Buyer II Moved by Mr. VanderVeen, supported by Ms. Bagley to approve the agenda with the following changes: Add: Approval of Minutes: September 22, 2021 Special OCPR Commission Meeting Minutes Remove: Regular Agenda Item: # 20 Request to Sell Alcohol-Drew's Home of Clarkston AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Nash, supported by Ms. Quarles to approve the minutes of the Oakland County Parks and Recreation Commission Regular Meeting of September 1, 2021 and the Special Meeting of September 22, 2021, as submitted. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a unanimous voice vote. OCPR Commission Meeting October 6, 2021 Page 2 PUBLIC COMMENTS: There were no comments from the public. PRESENTATIONS/RECOGNITIONS: Introduction - Mark Adams, Architect Engineer Chief of Facilities Maintenance and Development Mike Donnellon introduced Mark Adams who was recently hired as the Architectural Engineer in Facilities Maintenance. Mark earned a bachelor's degree in architecture from the University of Michigan. After receiving his degree, he gained experience in historical restoration architecture specializing in church buildings, spent five years in residential architecture, and then worked in commercial architecture. Mr. Adams will oversee the OCPR building improvement program, the replacement schedules for mechanical and electrical equipment, roofs, etc., and the capital improvement projects from budgeting, bidding, contract awards and coordinating with contractors on the job, ensuring that industry standards are met, and best practices are used. Introduction - Abe Qasim - Skilled Maintenance HVAC Maintenance Supervisor II Collin Gibbs introduced Abe Qasim. Abe was recently hired as the Skilled Maintenance Technician -HVAC in Facilities Maintenance. Abe has 20 years' experience in the HVAC and related fields. He is very knowledgeable and carries multiple licenses including a Mechanical Contractor License as well as a Boilers License. COMMUNICATIONS/REPORTS: A. Capital Improvement Expense Summary OCPR Fiscal Services Coordinator Jeff Phelps advised there is one item on the agenda requiring Unrestricted Net Position funding: FY 2022 Proposed Golf Cart Purchase - (Glen Oaks, Lyon Oaks, Red Oaks, Springfield Oaks, White Lake Oaks) for $136,059. The balance of the Unrestricted Net Position account as of August 31, 2021, is $26,159,397.38. This is a decrease of ($1,217,691) from the July 31, 2021, balance of $27,377,088. The FY2021 Amended Budget as of August 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 $9,419,258 above the policy requirement. Moved by Ms. Quarles, supported by Mr. Stokes to receive and file the Communications/Capital Improvement Expense Summary Report. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. B. Environmental Sustainability Committee Action on this item was postponed until the November 1, 2021 OCPR Commission meeting. OCPR Commission Meeting October 6, 2021 Page 3 CONSENT AGENDA: Moved by Ms. Bagley, supported by Ms. Quarles to approve Items 1 through 10 under Consent Agenda, as follows: OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 08/31/2021 (FM 11 FY 21) 2. Monthly Revenue and Expenditure Comparison Report for Month Ending 08/31/2021 (FM 11 FY 21) 3, Monthly Revenue and Expenditure Report by Line Item for Month Ending 08/31/2021 (FM 11 FY 21) 4. Monthly Capital Equipment Report for Month Ending 06/30/2021 08/31/2021 (FM 11 FY 21) 5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 08/31/2021 (FM 11 FY 21) 6. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 08/31/2021 (FM 11 FY 21) 7. Monthly Purchasing Reports for Month Ending 08/31/2021 (FM 11 FY 21) 8. FY2022 Commission Approval Schedule (CIP/MMP Projects) 9. Maintenance Management Plan (MMP) Budget Report 10. Pending Capital Improvement Project Report AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. REGULAR AGENDA: 11. Rose Township Property Donation (Water Road Parcel) Moved by Ms. LaFontaine, supported by Mr. Nash to approve the Donation Agreement with Kurt W. Jung and Maura A. Lobos Jung for the donation of the 33-acre "Water Road Property" (Parcel ID 06-27-377-001) and $15,000 to assist Oakland County Parks and Recreation with due diligence and closing costs, and recommend the approval of the Donation Agreement to the Oakland County Board of Commissioners. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. Staff advised the Commission the donors will also be placing a deed restriction on the property prior to closing with Oakland County. The deed restriction will restrict who OCPRC can convey the property to in the future OCPR Commission Meeting October 6, 2021 Page 4 (if the Commission ever decided to sell/donate/lease, etc. the property). This deed restriction is proposed to read: Grantors are donating the premises to grantee for use as public open space including for recreation and nature study subject to a Conservation Easement Agreement. Grantee and subsequent grantees shall not sell, transfer, or otherwise convey any or all of the premises or any interest in the premises to any person or entity except to the State of Michigan, another governmental unit in Michigan, or a land conservancy or land trust which is a "qualified organization" for purposes of Internal Revenue Code Section 170(h)(3) or any successor provision thereto. 12 OCPR Grant Program Guidance and Scoring Tool With the approval of the Oakland County Parks and Recreation millage in November 2020, the Oakland County Parks and Recreation Commission (OCPRC) has been developing two grant programs to support local Oakland County community projects in two categories — Trailways and Park Improvements. • Online Application Tool: Staff is working with Oakland County Information Technology (OCIT) and Oakland County Economic Development and Community Affairs (EDCA) on the development of an online application tool. The application is not fully developed, but will be based on an OCPR Grant Program Guidance, which will outline both the criteria and eligibility for the grants, as well as information on each question that will be asked in the application. It will be a resource for applicants to ensure they are providing OCPR with all the information necessary to review and score their application. Scoring Matrix: Staff has also created a scoring matrix. The scoring for the grants will be done in two different ways. Some questions will be auto scored in Laserfiche based on how the applicant answers the question. Points will be awarded for those communities with lower household income than those with higher household income. By selecting the community from a drop -down menu, it will be auto scored in Laserfiche based on SEMCOG household income data for Oakland County communities. The bulk of the questions will be scored manually by a team of staff based on the manual scoring sheet. The process will be similar to how staff reviews and scores bids for contracts — a team of staff (including one staff member from EDCA) will score applications, meet to review and discuss applications, and create a combined recommendation to the Administrative Management Team (AMT) on which applications should receive funding. AMTwill then meet with the review team to go over each application and make the final recommendation to the Commission. • Informational Webinar: Staff plans to hold an informational webinar with all Oakland County CVTs in mid -November to walk through the application process and answer any questions they may have about the application or the process. Staff will be creating a Web page for the grant programs with all the documents and tools that grantees will need, including links to other funding sources that could potentially be used as match. Staff requested the Commission approve the Application Guidance and scoring tools for the Oakland County Parks and Recreation November 2020 millage Trailways and Park Improvements grant program. Moved by Mr. Nash, supported by Ms. Bagley to approve the Oakland County Parks and Recreation Grant Program Guidance and Scoring Tools for the FY2022 Trailways and Park Improvements Community Grant Programs. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. OCPR Commission Meeting October 6, 2021 Page 5 13. Residential Lease Renewal — Podina/Highland Oaks Moved by Ms. Quarles, supported by Ms. Charles to adopt the following resolution approving the Residential Lease with John and Carolyn Podina for the Highland Oaks Residential Property located at 6555 North Milford Road, Holly, MI 48442 for a 5-year term effective January 1, 2022, through December 31, 2026: WHEREAS the Parks and Recreation Commission is entering into a lease agreement with John and Carolyn Podina for a residential house at Highland Oaks County Park; and WHEREAS the lease begins January 1, 2022, and ends December 31, 2026; and WHEREAS the tenant shall pay Oakland County Parks and Recreation the following rent on or before the first day of each month during the term of this lease, and will pay all utility costs: January 1, 2022 — December 31, 2022 $773.00 January 1, 2023 — December 31, 2023 $788.00 January 1, 2024 — December 31, 2024 $804.00 January 1, 2025 — December 31, 2025 $820.00 January 1, 2026 — December 31, 2026 $836.00 WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission that the Oakland County Board of Commissioners accepts and approves the terms and conditions of the Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the Lease Agreement between the County of Oakland and John and Carolyn Podina. BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the Chairperson to sign the lease agreement, that the Oakland County Board of Commissioners hereby directs its Chairperson or his designee to execute the attached Lease Agreement and all other related documents between the County of Oakland and John and Carolyn Podina, which may be required. BE IT FURTHER RESOLVED a budget amendment is not required as the revenues are included in the FY 2022-FY 2024 adopted budgets. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. 14. Residential Lease Renewal — Lowe/Waterford Oaks Moved by Ms. Quarles, supported by Ms. Charles to adopt the following resolution approving the Residential Lease with Brad Lowe for the Waterford Oaks Residential Property located at 2930 Watkins Lake Road, Waterford, MI 48328 for a 5-year term effective January 1, 2022 through December 31, 2026: WHEREAS the Parks and Recreation Commission is entering into a lease agreement with Brad Lowe for a residential house at Waterford Oaks County Park; and WHEREAS the lease begins January 1, 2022, and ends December 31, 2026; and OCPR Commission Meeting October 6, 2021 Page 6 WHEREAS the tenant shall pay the Oakland County Parks and Recreation the following rent on or before the first day of each month during the term of this lease and pay all utility costs: January 1, 2022 — December 31, 2022 $1,029.00 January 1, 2023 — December 31, 2023 $1,049.00 January 1, 2024 — December 31, 2024 $1,070.00 January 1, 2025 — December 31, 2025 $1,092.00 January 1, 2026 — December 31, 2026 $1,114.00 WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission that the Oakland County Board of Commissioners approves the terms and conditions of the Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the Lease Agreement between the County of Oakland and Brad Lowe. BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the Chairperson to sign the lease agreement. that the Oakland County Board of Commissioners hereby directs its Chairperson or his designee to execute the attached Lease Agreement and all other related documents between the County of Oakland and Brad Lowe, which may be required. BE IT FURTHER RESOLVED a budget amendment is not required as the revenues are included in the FY 2022-FY 2024 adopted budgets. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. 15. Residential Lease Renewal — Rowland/Waterford Oaks Moved by Ms. Quarles, supported by Ms. Charles to adopt the following resolution approving the Residential Lease with Chris Rowland for the Waterford Oaks Residential Property located at 2866 Watkins Lake Road, Waterford, MI 48328 for a 5-year term effective January 1, 2022, through December 31, 2026: WHEREAS the Parks and Recreation Commission is entering into a lease agreement with Chris Rowland for a residential house at Waterford Oaks County Park; and WHEREAS the lease begins January 1, 2022, and ends December 31, 2026; and WHEREAS the tenant shall pay Oakland County Parks and Recreation the following rent on or before the first day of each month during the term of this lease and pay all utility costs: January 1, 2022 — December 31, 2022 $645.00 January 1, 2023 — December 31, 2023 $658.00 January 1, 2024 — December 31, 2024 $671.00 January 1, 2025 — December 31, 2025 $685.00 January 1, 2026 — December 31, 2026 $698.00 WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission that the Oakland County Board of Commissioners accepts and approves the terms and conditions of the Lease Agreement. OCPR Commission Meeting October 6, 2021 Page 7 NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the Lease Agreement between the County of Oakland and Chris Rowland. BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners hereby directs its Chairperson or his designee to execute the attached Lease Agreement and all other related documents between the County of Oakland and Chris Rowland, which may be required. BE IT FURTHER RESOLVED a budget amendment is not required as the revenues are included in the FY 2022-FY 2024 adopted budgets. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. 16 Rose Oaks - Enbridge Energy Construction License Agreement (Re -Approval) Moved by Ms. LaFontaine, supported by Ms. Quarles to approve the adjusted access route (Exhibit C) for the previous Oakland County Parks & Recreation Commission authorized Construction License Agreement to Enbridge Energy, LP, Superior, Wisconsin. AYES: Bagley, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (7) NAYS: Charles (1) Motion passed on a roll call vote. Due to the adverse effects on the environment, the Commission directed staff to report back on how often Enbridge will be performing a walk-through inspection of the line in Rose Oaks County Park. Staff advised the Commission that Enbridge is interested in obtaining a permanent easement from Consumers Energy to allow access to the property. When negotiations have been finalized staff will present the request to the Commission for approval. 17. County -Wide Survey Request for Proposals Moved by Mr. VanderVeen, supported by Ms. Bagley to approve the proposed Request for Proposal (RFP) for the 2022 OCPR Needs Assessment Survey and direct staff to review bids and bring a recommendation back to the Commission in December 2021. AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. 18 Waterford Oaks Waterpark Visioning Survey Moved by Ms. Charles, supported by Mr. Stokes to approve the Public Engagement Plan for Waterford Oaks Waterpark and direct staff to move forward with the online Visioning Survey. OCPR Commission Meeting October 6, 2021 Page 8 AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. 19 FY 2022 Proposed Golf Cart Purchase - (Glen Oaks Lyon Oaks, Red Oaks, Springfield Oaks, White Lake Oaks) Moved by Ms. Quarles, supported by Ms. LaFontaine to approve the purchase of the Oakland County Parks and Recreation golf cart fleet of 341 Club Car Tempo golf carts from the low bidder Midwest Golf and Turf of Commerce Twp., MI for the amount $586,059.50, utilizing budgeted funds of $450,000 in the FY2022 Expendable Equipment Line Item #750154 with the remaining amount of $136,059 funded from Unrestricted Net Assets; and Move to amend the FY2022 operating budget below: Cost FY2022 Center Depart(nent P(Ogra Account Adapted Budget Ar PUB 5060666 160666 796500 Budgeted Equity Adjustments S 1,926,081 $ WLG 5060326 160010 750154 Expendable Equipment $ 225,000 $ GLG 5060327 160010 750154 Expendable Equipment $ - $ RDG 5060328 160010 750154 Expendable Equipment $ $ 5PG 5060330 160010 750154 Expendable Equipment 5 $ LYP 5060356 160010 750154 Expendable Equipment $� 225,000 S unrestricted Net Positions Unrestricted Net Position as of August 31, 2021 $26,159,397 2022 Golf Cart Purchase S {136,059); Revised Unrestricted Net Position $ 26,023,338 AYES: Bagley, Charles, LaFontaine, McGillivray, Nash, Quarles, Stokes, VanderVeen (8) NAYS: (0) Motion passed on a roll call vote. UNFINISHED BUSINESS: 21. Parks and Recreation Director Update FY202.2 ant Revised Budget 159) $ 1,790,022 314) $ 129,086 464 $ 141,464 367 $ 64,867 L78 S 109,178 Chairman McGillivray provided an update to the Commission on the status of the Parks and Recreation Director position. He will be meeting with representatives from OC Human Resources and the consultant to determine the timing and process for receiving applications and scheduling applicant interviews. NEW & MISCELLANEOUS BUSINESS: 22. 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, November 3, 2021 at 1:00 p.m. at the Oakland Parks and Recreation Waterford Oaks Activity Center, 2800 Watkins Lake Road, Waterford, MI 48328 OCPR Commission Meeting October 6, 2021 Page 9 • The next OCPRC Executive Committee meeting is scheduled on Monday, October 18, 2021 at 1:00 p.m. via teleconference • OCPR Golf Course Update for FY 2019, FY 2020, and FY 2021 through August 31, 2021 • Update on OCPR Millage Initiatives • Proposed Land Acquisition Criteria: Proposed OCPR land acquisitions are selected based on property location - land adjacent to OCPR park property to expand park boundaries or amenities, and those parcels in urban areas of Oakland County 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 Director. ADJOURNMENT: Meeting adjourned at 2:02 p.m. Ebony Bagley, Secretary Vicky Valko, Recording Secretary