HomeMy WebLinkAboutMinutes - 2021.12.01 - 39417
AMENDED
Oakland County Parks and Recreation Commission
Regular Meeting
December 1, 2021
Chairman McGillivray called the Oakland County Parks and Recreation Commission meeting to order at 1:13 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, Executive Committee
Member Christine Long, Yolanda Charles, Andrea LaFontaine, Nancy Quarles, Lance Stokes (7) (8)
COMMISSION MEMBERS ABSENT :
Secretary Ebony Bagley, Jim Nash (2)(1)
ALSO PRESENT:
Parks and Recreation Chris Ward, Parks and Recreation Director
Sue Wells, Manager of Parks and Recreation Operations
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
Tom Hughes, Chief–Park Operations & Maint. - S. District
Jami Monte, Executive Secretary
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief of Recreation Programs and Services
OC Fiscal Services/P & R Jeff Phelps, Fiscal Services Coordinator
OC Purchasing Andy Krumwiede, Buyer II
APPROVAL OF AGENDA:
Moved by Ms. Quarles, supported by Ms. LaFontaine to approve the agenda as submitted.
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. VanderVeen, supported by Mr. Stokes to approve the minutes of the Oakland County
Parks and Recreation Commission Regular Meeting of November 3, 2021 and the Special Meeting of
November 9, 2021.
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
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December 1, 2021
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PRESENTATIONS/RECOGNITIONS:
Introduction of Jami Monte, Executive Secretary
Parks and Recreation Director Chris Ward introduced Jami Monte who was recently hied as the OCPR Executive
Secretary. Ms. Monte will provide administrative support for the Parks and Recreation Director and the OCPR
Commission. She has been with Oakland County since 2014 and has worked for the Oakland County Board of
Commissioners, the Information Technology Service Center, and the Oakland County Executive Office.
COMMUNICATIONS/REPORTS:
A. Capital Improvement Expense Summary
Fiscal Services Coordinator Jeff Phelps advised the Commission there were no items on the agenda requiring
Unrestricted Net Position funding. The balance of the Unrestricted Net Position account as of September 30, 2021, is
$24,924,028.33. This is a decrease of ($1,235,369.05) from the August 31, 2021, balance of $26,159,397.38.
Mr. Phelps advised the Commission the October 31, 2021, unrestricted net position balance and related financial
reports found in the consent agenda are currently unavailable due to fiscal year-end closing process.
The FY2022 Amended Budget as of October 31, 2021, is $34,197,675. 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 $17,098,838.
Moved by Mr. VanderVeen, supported by Ms. Long to receive and file the Communications/Capital
Improvement Expense Summary Report.
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a roll call vote.
Mr. Phelps asked the Commission members if they preferred receiving the OCPR financial reports monthly or
quarterly. Chairman McGillivray advised he will check with the Commission and inform Mr. Phelps of their preference.
B. Volunteer Services Update for Fiscal Year 2021
Moved by Ms. LaFontaine, supported by Mr. VanderVeen to received and file the Volunteer Services Update
Report for Fiscal Year 2021.
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a unanimous voice vote.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Ms. LaFontaine to approve Item 6 through Item 12 under Consent
Agenda, as follows: (Note: Items 1 through 5 were not available due to the fiscal year-end closing
procedures.)
1. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
10/31/2021 (FM 01 FY 22)
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2. Monthly Revenue and Expenditure Comparison Report for Month Ending 10/31/2021 (FM 01 FY 22)
3. Monthly Revenue and Expenditure Report by Line Item for Month Ending 10/31/2021 (FM 01 FY 22)
4. Monthly Capital Equipment Report for Month Ending 06/30/2021 10/31/2021 (FM 01 FY 22)
5. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 10/31/2021
(FM 01 FY 22)
6. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
7. Fiscal Services FY2021 Year-End Report and Budget Amendments
8. FY2022 Commission Approval Schedule (CIP/MMP Projects)
9. Maintenance Management Plan (MMP) Budget Report
10. Capital Improvement Program Project Summary Report
11. CISMA Treatments - City of Novi:
Award Cardno of West Olive, MI the City of Novi invasive species control work for a not to exceed
project amount of $15,000 as budgeted in the FY 2022 NR-CISMA budget.
12. 2021 4th Quarter Contributions Report:
Approve the FY 2021 4th Quarter Contributions Report.
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a roll call vote.
REGULAR AGENDA:
13. Addison, Groveland & Independence Oaks – Playground Replacements (Construction)
Moved by Ms. LaFontaine, supported by Mr. Stokes to award a contract to Penchura LLC., of Brighton,
Michigan, in the amount of $240,000 for the removal, replacement and installation of Addison Oaks,
Groveland Oaks and Independence Oaks playgrounds, with the following options:
• Addison Oaks – Option # 2
• Groveland Oak – Option # 3
• Independence Oaks – Option # 1
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a roll call vote.
14. Construction Approval-Independence Oaks Crooked Lake Dock Replacement
Moved by Ms. Quarles, supported by Mrs. Long to proceed with the Independence Oaks Crooked Lake Dock
replacement project by Facilities Maintenance and Park staff in the total material/allowance amounts as
follows, for a total project cost of $199,513:
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December 1, 2021
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i. Boardwalk Material – Annual Contract (Burt Forest Products) $18,715
ii. Helical Piers – Annual Contract (Anchor Tech Foundation) $14,520
iii. Floating Dock Material – Base Bid #1 (Max Dock Systems) $106,861.29
iv. Floating Dock Materials - Alternate A (Max Dock Systems) $16,916.69
v. Transition Platforms (In-house Construction) $6,000
a. Sub-Total $163,012.98
vi. In-house Material Allowance (20%) $32,000
vii. Restoration Allowance $3,000
viii. Permits $1,500
a. Total Project Costs: $199,513
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a roll call vote.
Vice Chairman VanderVeen requested, with the increased use of Independence Oaks County Park as a result of
COVID-19, that staff evaluate and determine what improvements could be done with trails in the south end of the park.
Staff advised they will evaluate the request and report back to the Commission in the next couple of months.
15. Contract for Sheriff Law Enforcement Services 2022-2024
The Oakland County Parks and Recreation/Oakland County Sheriff’s Office Agreement for Sheriff’s Office Law
Enforcement Services in Oakland County Parks has previously been a three-year contract. After Director Ward was
hired, he and staff reviewed the contract to try and find savings and/or cost reductions for services. At this time, staff
has recommended approval of a one-year contract. OCPR Chairman McGillivray, OCPR Director Ward and staff will
continue to review the contract for additional savings for the additional years, determine the staffing needs from the
Sheriff’s Office, and will report back to the Commission at a future meeting.
Moved by Ms. Quarles, supported by Mr. Stokes to authorize the Chairperson of the Parks and Recreation
Commission to execute a contract with the Oakland County Sheriff’s Office for Law Enforcement Services
with the Parks and Recreation Commission at the rates proposed. The Parks and Recreation Commission
recommends a reduction in the term of the contract to one year to provide an opportunity to conduct an
evaluation of service needs and expenditures for law enforcement services. The Chairperson shall have the
discretion to finalize negotiations on the duration of the contract with the Board of Commissioners and the
Sheriff’s Office.
Rates for Services in Calendar Year 2022
Monthly Rate - 1 Lt., 1 Sgt. and 3 Deputy II’s $65,689
Hourly Rate for each PTNE Park/Mounted Deputy $26.62
Hourly Overtime Rate(s)
Lieutenant $96.89
Sergeant $87.94
Deputy II $75.60
PTNE Park/Mounted Deputy $39.93
AYES: LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (6)
NAYS: (0)
Motion passed on a roll call vote.
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16. Updated Red Oaks Nature Center Lease Agreement with the City of Madison Heights
Moved by Ms. LaFontaine, supported by Ms. Quarles to approve the updated lease agreement with the City
of Madison Heights for Oakland County Parks and Recreation to operate the George W. Suarez Friendship
Woods Park (Red Oaks Nature Center) until December 31, 2046 and forward this recommendation to the
Oakland County Board of Commissioners for approval.
AYES: Charles, LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
17. 2022 OCPR Park Rules Review
OCPR Park staff has been working with Oakland County Corporation Counsel to revise the current General
Information and Regulations for 2022. After its review, Corporation Counsel and OCPR staff recommended
changes to the following sections, in addition to some grammar updates:
Section 3. Use/Reservation Commission Property
Section 5. Swimming, Bathing and Wading
Section 6. Camping
Section 7. Boating
Section 8. Motor-Driven and Electric Vehicles
Section 11. Operations of Bicycles
Section 14. Metal Detectors
Section 18. Destruction of Plant Life and Natural Surroundings
Section 26. Animals and Birds
Section 29. Unmanned Aircrafts, Hot Air Balloons, Airplanes, and Parachutes
Section 27. and Section 28. were merged into Section 26.
Moved by Ms. Charles, supported by Ms. LaFontaine to adopt the following resolution on the 2022 revisions
to the Oakland County Parks and Recreation General Information and Regulations and forward it to the
Oakland County Board of Commissioners for final approval:
WHEREAS the Oakland County Parks and Recreation Commission was established by the Oakland County
Board of Supervisors in 1966 under P.A. 261; and
WHEREAS P. A. 261 includes a provision to allow county parks commissions to make rules for the
protection, regulation, and control of all its facilities and areas with the approval of the Oakland County Board
of Commissioners; and
WHEREAS the Oakland County Parks and Recreation Commission has established rules and regulations for
this protection, regulation, and control; and
WHEREAS revisions for clarification purposes are requested, which have been reviewed and approved by
the Oakland County Corporation Counsel.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
approves the revisions to the General Information and Regulations as reviewed by Oakland County
Corporation Counsel.
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NOW THEREFORE BE IT FURTHER RESOLVED that these revised General Information and Regulations
be forwarded to the Oakland County Board of Commissioners for approval.
AYES: Charles, LaFontaine, Long, McGillivray, Quarles, Stokes, VanderVeen (7)
NAYS: (0)
Motion passed on a roll call vote.
UNFINISHED BUSINESS:
There was no Unfinished Business.
NEW & MISCELLANEOUS BUSINESS
18. Director's Report
Parks and Recreation Director Chris Ward provided an update on the following items:
• The next OCPR Commission meeting will be Wednesday, January 5, 2022, at 1 p.m. at the Parks
and Recreation Activity Center, 2800 Watkins Lake Rd, Waterford, MI 48328.
• The next OCPR Commission Executive Committee meeting is scheduled for Monday, December 13,
2021, at 1 p.m. This will be a teleconference meeting.
• Communications and Marketing Report.
• OCPR Upcoming Events.
• Aquatic Staff Honors: The Oakland County Parks and Recreation aquatics staff has been honored
with the prestigious 2021 Silver International Aquatic Safety Award. Lifeguard staff is evaluated by
the system’s lifeguard licensing organization, Ellis & Associates, Inc., during unannounced audits.
• Planned retirement of Manager of Parks and Recreation Operations Sue Wells and recruitment of a
replacement.
• OCPR staff recruitment and retention, and proposed OCPR Organizational Chart.
• Potential OCPR projects and opportunities through the American Rescue Plan Act funding.
• Updating the OCPR 5-Year Recreation and Strategic Plan.
Secretary Bagley arrived at this time.
19. Executive Committee Update
Chairman McGillivray advised the discussion at the last OCPR Commission Executive Committee meeting focused on
the proposed reorganization of staff at Parks and Recreation. This discussion will c ontinue at the next Executive
Committee meeting.
ANNOUNCEMENTS
Manager of Parks and Recreation Operations
Manager of Parks and Recreation Operations Susan Wells advised she will be retiring effective January 6, 2022. She
thanked the Commission for all its support during her time at Parks and Recreation. During her tenure she worked for
four Chairmen and three Directors. The Commission has always supported OCPR staff, but always challenged staff,
and it has made them better. The Commission has always looked out for the citizens of Oakland County, and for that
she thanked them. She said she leaves the Commission in very good hands.
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The Commission thanked Ms. Wells for all her hard work and dedication, and for deferring her retirement during the
recruitment and hiring of the new Parks and Recreation Director.
Parks and Recreation Commission
Chairman McGillivray advised former OCPR Commissioner Amanda Herzog resigned from the OCPR
Commission because she accepted a part-time position at Parks and Recreation as a Parks Project Advisor. As
an OCPR employee she was not eligible to serve on the OCPR Commission. Chairman McGillivray has been
informed Ms. Herzog has accepted a different full-time position and since she will not be employed by the County,
she will be eligible to serve on the Commission. Ms. Herzog has advised she would like to be reappointed to the
Parks and Recreation Commission. The Oakland County Board of Commissioners LAGO Committee reappointed her
to finish the rest of her term at their last meeting.
Ms. Herzog will continue working part-time at Parks and Recreation to finish working on the trails project through the
end of January 2022. She could be back serving on the OCPR Commission the first part of February 2022.
ADJOURNMENT:
Meeting adjourned at 1:58 p.m.
Ebony Bagley, Secretary Vicky Valko, Recording Secretary