HomeMy WebLinkAboutMinutes - 2021.11.03 - 39415
Oakland County Parks and Recreation Commission
Regular Meeting
November 3, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:07 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, Executive Committee Member Christine Long ,
Yolanda Charles, Andrea LaFontaine, Jim Nash, Nancy Quarles, Lance Stokes (8)
COMMISSION MEMBERS ABSENT :
Secretary Ebony Bagley (1)
ALSO PRESENT:
Parks and Recreation Mark Adams, Architectural Engineer
Mike Boyd, Park Supervisor – Waterford Oaks
Griffin Bray, Nature Program Specialist
Phil Castonia, Chief–Business Operations
Sarah Cook-Maylen, Natural Resources Coordinator
Mike Donnellon, Chief-Facilities Maintenance & Development
Jim Dunleavy, Chief-Park Operations & Maint. - N. District
Amanda Herzog, Parks Project Advisor
Tom Hughes, Chief–Park Operations & Maint. - S. District
Benjamin Prowse, Park Naturalist – Red Oaks Nature Center
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief of Recreation Programs and Services
Desiree Stanfield, Supervisor of Marketing & Communications
OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator
OC Purchasing Andy Krumwiede, Buyer II
OC CISMA Erica Clites, CISMA Director
Amy Hillman, Holly Township Asst. to Supervisor
Allison Kennedy, Commerce Township
Brad Knight, Road Commission for Oakland County
Kristin Rutkowski, Beverly Hills Clerk/Asst. Village Manager
Dianne Scheib-Snider, Rose Township Supervisor
APPROVAL OF AGENDA:
Moved by Ms. Charles, supported by Mrs. Long to approve the agenda as submitted.
AYES: Charles, LaFontaine, Long, 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. Charles to approve the minutes of the Oakland County
Parks and Recreation Commission Regular Meeting of October 6, 2021.
AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a unanimous voice vote.
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November 3, 2021
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PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS/RECOGNITIONS:
Recognition of Amanda Herzog, Past OCPR Commissioner
Chairman McGillivray presented former Oakland County Parks and Recreation Commission member
Amanda Herzog PhD a plaque in recognition of her nearly two years of service on the Oakland County Parks and
Recreation Commission and for her service to the citizens of Oakland County. Ms. Herzog’s dedication to the parks
system and programs has been truly appreciated by staff, who look forward to continuing working with her in her new
role as OCPR Project Advisor in the Planning Unit.
Introduction of Benjamin Prowse, Park Naturalist - Red Oaks Nature Center
Chief of Recreation Programs and Services Brandy Sotke-Boyd introduced Benjamin Prowse who was recently
hired as the Park Naturalist at Red Oaks Nature Center. Benjamin has been with OCPR more than eight years
in a part-time capacity at Red Oaks Nature Center. He has a lot of varied experience and is an excellent naturalist.
He studied Biology in Kansas then returned to Michigan to finish his bachelor’s degree in Biology at Oakland
University. He also holds a master’s degree in Environmental Science from the University of Michigan. Benjamin has
volunteered with Six Rivers Regional Land Conservancy, worked as a part-time interpreter at Indian Springs
Metropark, and worked as a seasonal employee at Michigan State University’s Tollgate Farm.
Recognition of Griffin Bray, Nature Program Specialist - MAEOE - Rising Star Award
Chief of Recreation Programs and Services Brandy Sotke-Boyd introduced Griffin Bray, Nature Program Specialist at
Wint Nature Center. Griffin was awarded the Rising Star Award through the Michigan Association for Environmental
and Outdoor Education (MAEOE) at the annual MAEOE conference held at Eastern Michigan University in Ypsilanti.
The award recognizes an early career professional who is new to the fields of environmental and outdoor education.
Griffin has demonstrated leadership, innovation, as well as exhibited best practices in environmental and/or outdoor
education. The Commission congratulated Mr. Bray on receiving this award.
Recognition of Mike Boyd, Parks Supervisor - mParks Award
Chief of Park Facilities and Maintenance Mike Donnellon introduced Park Supervisor Mike Boyd who was recently
awarded the 2021 Park Resources Leadership Award by mParks, the Michigan Recreation and Park Association, on
October 6, 2021. Mr. Boyd has been an active member of mParks for the past 20 years, serving on both the Park
Resources Committee and Park Resources Focus Area, where he acted as Secretary, Vice Chair and Chair. He has
helped organize and host the spring MIOSHA training, the fall MOWDEO, chainsaw safety classes, Certified
Playground Safety Inspector courses, has provided topics and content, taught, and monitored educational sessions at
the annual mParks conferences. The Commission congratulated Mr. Boyd on receiving this award.
COMMUNICATIONS/REPORTS:
A. Capital Improvement Expense Summary
Fiscal Services Coordinator Jeff Phelps advised the Commission there were three items on the agenda requiring
Unrestricted Net Position funding in the amount of $344,748 as follows:
:
• FY 2022 NR-Collaborative Invasive Species Management Area $41,589
• Glen Oaks Conference Center – Window Replacement $228,690
• Request to Purchase FY2022 Capital Equipment $74,469
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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. Mr. Phelps advised the Commission the
September 30, 2021 balance is unavailable at this time due to the fiscal year closing process.
The FY2021 Amended Budget as of September 30, 2021, is $33,424,581. The Unrestricted Net Position policy sets a
recommended balance of funds to be set at 50% of the operating budget. The required amount of Unrestricted Net
Position funds to be held in reserve is $16,712,291.
B. Collaborative Invasive Species Management Area (CISMA) - Executive Committee Presentation
OCPR Natural Resources Coordinator Sarah Cook-Maylen and the Natural Resources-Oakland County Cooperative
Invasive Species Management Area (OC CISMA) unit provided a presentation outlining OC CISMA related activities
and progress across Oakland County. Members of CISMA present for the presentation included: Erica Clites,
OC CISMA Director; Amy Hillman, Holly Township Asst. to Supervisor; Allison Kennedy, Commerce Township;
Brad Knight and Kelley Junco, Road Commission for Oakland County; Kristin Rutkowski, Beverly Hills Clerk/Asst.
Village Manager; and Dianne Scheib-Snider, Rose Township Supervisor. Topics covered in the presentation included:
• History and Focus of the OC CISMA
• Why Do We Care About Invasive Species?
• CISMAs in Michigan and Oakland County
• About OC CISMA
• Prevention/Education
• Early Detection/Response
• Collaborative Long-Term Management: RCOC
• Implementing OCPR Funding
• Example of CISMA work in the Village of Beverly Hills
The Commission thanked the CISMA unit for the very informative presentation.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Ms. Quarles to approve Items 1 through 5 and Items 7 through 12 under Consent
Agenda, as follows: ( Note: Item 6 and Item 13 were removed because they were unavailable at this time due
to the Oakland County Fiscal Year closing process.)
1. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month E nding
09/30/2021 (FM 12 FY 21)
2. Monthly Revenue and Expenditure Comparison Report for Month Ending 09/30/2021
(FM 12 FY 21)
3. Monthly Revenue and Expenditure Report by Line Item for Month Ending 09/30/2021
(FM 12 FY 21)
4. Monthly Capital Equipment Report for Month Ending 06/30/2021 09/30/2021 (FM 12 FY 21)
5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 09/30/2021
(FM 12 FY 21)
7. Monthly Purchasing Reports for Month Ending 09/30/2021 (FM 12 FY 21)
8. FY2022 Commission Approval Schedule (CIP/MMP Projects)
9. Maintenance Management Plan (MMP) FY2021 Budget Report
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10. Pending Capital Improvement Project Report
11. CISMA Treatments - Budget Amendment:
Approve a budget amendment for previously approved CISMA contractual treatment
dollars and FY21 funding balances as follows:
Expenses FY2022
50800-5060910-160431-730789 General Program Administration $41,589
50800-5060101-160000-796500 Budgeted Equity Adjustments ($41,589)
$ - 0 -
Net Position – Unrestricted
50800-5060666-160666-706500 Budgeted Equity Adjustments $41,589
Net Position Unrestricted ($41,589)
$ - 0 -
12. Independence Oaks - Asphalt Road Paving (RFP-Engineering):
Award lowest qualified annual contract, to Giffels-Webster Engineers, in the amount of
$36,620 for the design/engineering services as outlined in the request for proposal (RFP)
for the Independence Oaks Road Paving Project.
AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
14. Request for FY 2022 Recreation Assistance Partnership Program (RAPP)
Moved by Mr. Nash, supported by Mr. Stokes to approve the support for the Recreation Assistance
Partnership Program (RAPP), and authorize the expenditure of the budgeted funds in Recreation Programs
and Services in the amount of $200,000 for FY 2022, as follows:
• $90,000 - Community Outreach/CVT’s/Bus Transportation: Mobile units, GO! Adventures, Nature
Education and One Bus Trip
• $65,000 - Community Collaborations: Collaborations with cities, villages, townships, schools, DDA’s,
etc. to support collaboration between organizations, communities, groups, and municipalities
• $45,000 - Event Outreach: Heighten funding for community organizations that partner with OCPR for
festivals and community events
AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
15. CISMA - Treatment Guidance and Scoring Tool
Beginning in FY2022, a portion of the OCPR-OC CISMA annual budget will be allocated to high priority community
invasive species related projects across Oakland County. These projects are intended to demonstrate best practices,
treat high priority species, increase community awareness, and/or improve habitat. These funds are not meant to be
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inclusive of all invasive species related projects in Oakland County, and projects will be managed by
OCPR/OC CISMA staff using existing Oakland County blanket contractors ; funds will not be distributed directly
to communities. Communities will submit projects to OCPR/OC CISMA using an online form at
(https://forms.gle/dgMZgwMEs8KC4d6Z6). The OC CISMA Treatment Subcommittee will initially prioritize the
projects that could be completed using contractual funds. A Prioritized Project List will be sent to the OC CISMA
Executive Committee for review with final approval of t he list by the Oakland County Parks and Recreation
Commission. Staff submitted the Project Funding Guidance to provide an overview of the process and parameters for
projects, and the Project Prioritization Criteria to provide a weighted scoring system to rank projects for the resulting
Prioritized Project List.
Moved by Ms. Quarles, supported by Ms. Charles to approve the OCPR/OC CISMA Project Funding
Guidance and Project Prioritization Criteria.
AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
16. Glen Oaks Conference Center - Window Replacements
Moved by Ms. LaFontaine, supported by Ms. Charles to approve a contract to Howell Construction, of
Howell, MI, in the amount of $207,900 for the Glen Oaks Conference Center Window Replacement, Base
Bid #2, plus a 10% contingency of $20,790 for a total project amount of $228,690; and
Moved by Ms. LaFontaine, supported by Ms. Charles to fund this project from Unrestricted Net Position as
follows:
Expenses FY2021
50800-5060427-160044-730198 Building Maintenance $228,690
50800-5060101-160000-796500 Budgeted Equity Adjustments ($228,690)
$ - 0 -
Net Position – Unrestricted
50800-5060427-160044-730198 Building Maintenance 228,690
Net Position Unrestricted ($228,690)
$ - 0 -
AYES: Charles, LaFontaine, Long, Nash, Quarles, Stokes, (6)
NAYS: McGillivray, VanderVeen (2)
Motion passed on a roll call vote.
Staff was directed to research and report back to the Commission on the musty odors in the Glen Oaks
Conference building and advise where the odors originated.
17. Request to Purchase FY2022 Capital Equipment
Moved by Mrs. Long, supported by Ms. LaFontaine to approve the purchase of the FY2022 Capital
Equipment utilizing the FY2022 Capital Equipment budget amount of $642,500 with the remaining amount of
$74,468.50 funded from Unrestricted Net Assets; and
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Moved by Mrs. Long, supported by Ms. LaFontaine to amend the FY2022 Capital Equipment budget as listed
below:
Unrestricted Net Position:
Revised Unrestricted Net Position as of August 31, 2021 26,023,338
2022 Additional Capital Equipment Request ($74,469)
Revised Unrestricted Net Position $25,948,869
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AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
NEW & MISCELLANEOUS BUSINESS:
19. Executive Officer Report
Chief of Park Facilities and Development Mike Donnellon presented the Executive Officer’s Report on behalf of
Interim Executive Officer Susan M. Wells. In addition to the Executive Officer’s Report filed in the agenda packet, an
update was provided on the following items:
• The next OCPR Commission meeting will be held in person on Wednesday, December 1, 2021
at 1:00 p.m. at the Oakland County Parks and Recreation Waterford Oaks Activity Center, 2800 Watkins Lake
Road, Waterford, MI 48328
• The next OCPRC Executive Committee meeting is scheduled on Monday, November 15, 2021 at
1:00 p.m. This will be a teleconference meeting
• mParks Community Service Awards: The Michigan Recreation and Park Association honored
Oakland County Parks and Recreation volunteers at its annual Community Service Awards banquet on
October 20, 2021. OCPR Community Service Award recipients honored included:
✓ Greg and Michelle Petrosky, Nestbox Volunteers
✓ Nathaniel Smith, Eagle Scout Project - Independence Oaks Park
✓ Jim Meloche, Citizens for Oakland County Parks and Recreation
✓ Mark and Mary, Nestbox Volunteers
• Events at Holly Oaks ORV Park: 1. Disability Dirt Day - an event which provided a unique experience to
individuals with disabilities and allowed them to try out off road riding and driving. The event was held on
Sunday, October 24, 2021 and was sponsored by FAB386 and LaFontaine. 2. Trunk or Treat - OCPR
partnered with ORV park vendor Holly Motorsports, a sponsor for our first Trunk or Treat event. A traditional
trunk or treat with a twist of using off road vehicles. This event was promoted through the local businesses
and held on Saturday, October 30, 2021 in the ORV parking lot at Holly Oaks ORV Park.
20. Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPRC Executive Committee meeting focused on the Parks
and Recreation Executive Officer search and the Fiscal Year 2021 year-end wrap-up.
CLOSED SESSION:
18. Parks and Recreation Director Search
Moved by Mrs. Long, supported by Mr. VanderVeen to adjourn to Closed Session to discuss the following
item:
Parks and Recreation Director Search
AYES: Charles, LaFontaine, Long, McGillivray, Nash, Quarles, Stokes, VanderVeen (8)
NAYS: (0)
Motion passed on a roll call vote.
Meeting adjourned to Closed Session at 2:26 p.m.
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Meeting reconvened to Open Session at 3:15 p.m.
Parks and Recreation Director Search
There was discussion by the Commission on the next steps on how to proceed to interviews with the candidates for
the position of Oakland County Parks and Recreation Director. Chairman McGillivray requested the Commission only
refer to the Applicants by numbers and not use any names.
Moved by Mr. Nash, supported by Mr. Stokes to interview three candidates - Candidates #2, #6 and #7,
and the interview with Candidate #6 to be held virtually.
AYES: Nash, Stokes (2)
NAYS: Charles, LaFontaine, Long, McGillivray, Quarles, VanderVeen (6)
Motion failed.
Moved by Ms. LaFontaine, supported by Ms. Charles to interview four candidates - Candidates #2, #6, #7
and #8 with all the interviews to be done virtually.
AYES: LaFontaine, Nash, Stokes (3)
NAYS: Charles, Long, McGillivray, Quarles, VanderVeen (5)
Motion failed.
Moved by Mrs. Long, supported by Ms. Quarles to interview Candidate #7, and then proceed to the next steps
of the hiring process if the OCPR Commission approves after the interview has been conducted.
AYES: Charles, Long, McGillivray, Quarles, VanderVeen (5)
NAYS: LaFontaine, Nash, Stokes (3)
Motion passed on a roll call vote.
Chairman McGillivray advised the Commission an interview for the position of Parks and Recreation Director with the
OPCR Commission and Candidate #7 will be scheduled in the next week.
ADJOURNMENT:
Meeting adjourned at 3:29 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary