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HomeMy WebLinkAboutResolutions - 2026.06.11 - 42988 AGENDA ITEM: Interlocal Agreement with Bloomfield Hills Schools for Transition Services and Operational Continuity at Discovery Oaks and Bloomfield Oaks DEPARTMENT: Parks & Recreation MEETING: Board of Commissioners DATE: Thursday, June 11, 2026 6:00 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2026-6540 Motion to approve the Interlocal Agreement between Oakland County and Bloomfield Hills Schools for transition services and operational continuity at Discovery Oaks and Bloomfield Oaks for the period of July 1, 2026, through December 31, 2026; further, authorize the Chair of the Board of Commissioners to execute the agreement on behalf of the County; further that the FY 2026 budget be amended according to the attached Schedule A - Budget Amendment. ITEM CATEGORY SPONSORED BY Contract Brendan Johnson INTRODUCTION AND BACKGROUND Background On April 8, 2026, with the adoption of MR #2026-6366 and MR #2026-6367, the Board of Commissioners approved two 30-year interlocal agreements with Bloomfield Hills Schools (BHS) transferring operational responsibility for Bowers Farm (now Discovery Oaks) and the Johnson Nature Center (now Bloomfield Oaks) to Oakland County Parks. Under those agreements, care, control, and use of both properties will transfer to the County on July 1, 2026, with full operational transition targeted for October 1, 2026. Together these sites serve approximately 97,000 visitors annually and represent a significant expansion of the County park system into the central Oakland County corridor. Purpose of the Agreement The aforementioned agreements include a transition period through June 30, 2026. The Services Agreement before the Board today is the operational continuity instrument required to support the orderly transfer of two large, fully active public-serving sites. The Services Agreement establishes a reimbursement-based arrangement under which BHS continues to operate, maintain, and staff Discovery Oaks and Bloomfield Oaks during the transition period, with Oakland County Parks reimbursing BHS for the actual cost of services rendered. The structure protects against any operational gap created by the time required to post, recruit, hire, and onboard the new positions that will staff full County operations. As OCP positions are filled and operating systems are stood up, OCP will assume operational functions directly. The Services Agreement contracts back to BHS only those functions OCP is not yet positioned to perform on its own. The result is uninterrupted public service, continuity of programs and partnerships, a stable employment environment for BHS staff during the transition, and an operational runway that allows the County to build park system capacity at the right pace. Key Terms of the Agreement • Term: July 1, 2026, through December 31, 2026, with the option to extend or amend by mutual agreement. • Scope of services: BHS continues facility operations and maintenance, utilities, groundskeeping, animal care, agricultural and seasonal operations, educational programming, financial administration, and equipment management at both properties. • Payment: Oakland County Parks reimburses BHS for the actual cost of services performed. BHS invoices monthly with itemized supporting documentation. OCP pays within thirty days of receipt. • Revenue: All park revenue collected during the bridge period flows to Oakland County Parks, consistent with the underlying interlocal agreements. • Termination: Either party may terminate, in whole or in part, at any time with 30 days written notice. The OCPRC Director is authorized to terminate on behalf of the County and OCPRC. • Liability and insurance: Each party retains responsibility for the acts and omissions of its own employees and contractors. Each party maintains its own liability insurance or governmental self-insurance. Governmental immunity is preserved. Bridge Period Cost Estimate (Q1: July – September 2026) The Department has prepared an initial cost estimate for the first quarter of the bridge period, based on FY26 budget data through March 23, 2026, year-to-date actuals for camps and classes, and historical seasonal patterns. Category Estimated Amount Regular staff (10 FT, 14 PT) $268,902 Seasonal — Store and Kitchen $29,250 Seasonal — Camps and Classes $52,400 Operational expenses (includes utilities) Less than $80,000 Estimated reimbursable cost Approximately $430,000 Estimated revenue (camp and program fees, paid to OCP) At least $435,000 Estimated net position (Q1 only) Approximately +$5,000 The figures reflect actual reimbursable cost projections under the agreement, not a fixed budget. The estimated net position for the first quarter is approximately positive $43,000, with revenue from summer camps, Open Barn admission, and program fees expected to exceed reimbursable costs during the highest-revenue months of the year. Q2 of the bridge period (October – December 2026) has not yet been estimated and is expected to operate under a different cost and revenue profile as OCP staff begin assuming functions and the seasonal program calendar shifts. Q2 figures will be developed as additional information becomes available. Strategic Context This agreement is the operational backstop that converts the April 8 partnership approval into a safe and orderly transition on the ground. It maintains continuity of public service at two of the most heavily used nature and learning destinations in the central Oakland County corridor, while giving the County the operational time it needs to build its own staffing model under Mission 26. POLICY ANALYSIS On April 8th, the Board of Commissioners approved two interlocal partnership agreements with Bloomfield Hills School District and Oakland County for the purpose of having Oakland County Parks operate, manage and maintain a portion of the Bowers Farm (now designated as Discovery Oaks) and the Johnson Nature Center (now designated as Bloomfield Oaks) for conservation and public recreation purposes. These agreements include a transition period through June 30, 2026. Under the provisions of the current transition agreement, Bloomfield Hills staff would assist Oakland County Parks staff with operating and maintaining Discovery Oaks and Bloomfield Oaks to ensure that operations, maintenance and service of the parks are covered until Oakland County Parks fully transitions their staff (See Section III Scope of Services of the attached agreement). The term of this transition agreement is from July 1, 2026, through December 31, 2026, unless terminated or modified by the Parties. The original plan for Parks was to eventually replace BHS staff with Parks staff to maintain and support the parks. This agreement will allow the Parks Department to reimburse BHS for the actual staffing costs. Financial Impact Oakland County Parks will reimburse Bloomfield Hills Schools (BHS) for the actual cost of services undertaken and performed by staff or its contractors. Per the agreement, BHS will invoice Parks on a monthly basis for these services. The estimated impact to the FY 2026 budget is $430,000. Parks and Recreation Commission Approval This item was unanimously approved on May 6, 2026, by the Oakland County Parks and Recreation Commission; however, the agreement has since been revised (attached), and it is on the June 3, 2026, Parks and Recreation Commission agenda for consideration. FISCAL IMPACT: Budget Amendment Attached Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at 248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional information. CONTACT Chris Ward, Director Parks & Recreation Alan Jaros ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 6/11/2026 AGENDA DEADLINE: 05/28/2026 4:30 PM ATTACHMENTS 1. Schedule A - FY 2026 Interlocal Agreement with BHS for Transition Services 2. Interlocal Agreement Services Agt - Discovery Oaks Bloomfield Oaks (version 05-10-26) COMMITTEE TRACKING 2026-06-02 Legislative Affairs & Government Operations - Forward to Finance 2026-06-03 Finance - Recommend to Board 2026-06-11 Full Board - Adopt Motioned by: Commissioner Michael Gingell Seconded by: Commissioner Robert Hoffman Yes: Charles Cavell, Ann Erickson Gault, Michael Gingell, Marcia Gershenson, Robert Hoffman, Brendan Johnson, Karen Joliat, Christine Long, Penny Luebs, Gwen Markham, William Miller III, Kristen Nelson, Angela Powell, Robert Smiley, Yolanda Smith Charles, Michael Spisz, Linnie Taylor, Philip Weipert, David Woodward (19) No: None (0) Abstain: None (0) Absent: (0) Passed Oakland County, Michigan Schedule A - FY2026 Interlocal Agreement with Bloomfield Hills Schools for Transition Services and Operational Continuity at Discovery Oaks and Bloomfield Oaks Schedule "A" DETAIL R/E Fund Name Division Name Fund # (FND) Cost Center (CCN) # Account # (RC/SC) Program # (PRG) Grant ID (GRN) # Project ID # (PROJ) Region (REG) Budget Fund Affiliate (BFA) Ledger Account Summary Account Title FY 2026 Amendment FY 2027 Amendment FY 2028 Amendment R Parks and Recreation PR Discovery Oaks FND50800 CCN5060187 RC630693 PRG160700 630000 Fees Camping $430,000 $-$- Total Revenue $430,000 $-$- E Parks and Recreation PR Discovery Oaks FND50800 CCN5060187 SC730373 PRG160700 730000 Contracted Services $430,000 $-$- Total Expenses $430,000 $-$- INTERLOCAL AGREEMENT BETWEEN BLOOMFIELD HILLS SCHOOLS AND THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION FOR TRANSITION SERVICES AND OPERATIONAL CONTINUITY This Interlocal Agreement (the "Agreement") is made and entered into between the County of Oakland, a Constitutional and Municipal Corporation, located at 1200 North Telegraph, Pontiac, Michigan 48341 ("County"), by, through, and administered by its statutory agent the Oakland County Parks and Recreation Commission (“OCPRC”) and Bloomfield Hills Schools, a Michigan general powers school district, located at 7273 Wing Lake Road, Bloomfield Hills, Michigan 48301 (“BHS”). County/OCPRC and BHS may each be referred to herein individually as a “Party” and jointly as the "Parties". INTRODUCTION AND PURPOSE A.BHS and the County entered Interlocal Agreements for park operation and management under which certain property, set forth in the attached Exhibit A and described as parcels 19-01-376-006; 19-01-451-002; and 19-01-451-004 (“Discovery Oaks”) and 19-09-301-050 and 19-09-301-051 (“Bloomfield Oaks” and Johnson Nature Center”), will be under the care, control, and use of OCPRC as of June 30, 2026, unless extended. Exhibit A is incorporated herein. B.OCPRC desires to have BHS perform certain maintenance and services at Discovery Oaks, Bloomfield Oaks, and Johnson Nature Center and BHS is willing to undertake certain maintenance and services at such locations on the terms and conditions set forth below. C.This Agreement for maintenance and services at Discovery Oaks, Bloomfield Oaks, and Johnson Nature Center will further the public health, safety, and welfare, promote efficient use of governmental resources and effectiveness of local governments; Therefore, in consideration of the mutual covenants and conditions set forth herein, BHS and OCPRC agree as follows: I. COMMENCEMENT DATE The commencement date of this Agreement shall be July 1, 2026 (“Commencement Date”). II. TERM The initial term of this Agreement shall begin on the Commencement Date and end on December 31, 2026 (“Initial Term”), unless terminated or modified by the Parties. Thereafter, upon mutual Page 1 of 6 SERVICES AGREEMENT 05-10-26 agreement of the Parties, this Agreement may be amended to extend the Initial Term or renew the Agreement, unless terminated earlier by either Party as set forth below. An amendment, under this Agreement, shall be given by the OCPRC Director on behalf of the County and OCPRC. All terms and conditions of this Agreement shall equally apply to any amendments. III. SCOPE OF SERVICES BHS shall assist OCPRC in providing the following activities/services at Discovery Oaks, Bloomfield Oaks, and Johnson Nature Center (collectively referred to as the “Properties”). The activities/services shall include the following, collectively referred to as “Services”: a.Operate, maintain, and repair all facilities, buildings, grounds, and infrastructures thereof in a safe, clean, functional, and ready for public and educational use manner; b.Pay all utilities, including but not limited to municipal water and sewer, wells, septic systems, electricity, and gas; c.Pay all operating expenses, including staffing, supplies, equipment, and program delivery; d.Perform all groundskeeping, and land stewardship activities including snow and ice removal, landscaping, trail maintenance, invasive species removal, forestry, and environmental sustainability practices; e.Manage all agricultural and seasonal operations, including maple syrup production and other site-based demonstration activities; f.Provide comprehensive animal care and management for the animals housed at the Properties, including feeding, health monitoring, enclosure maintenance, and accurate record keeping; g.Procure, operate, maintain, and repair all equipment, vehicles, and materials required for safe and effective operations/activities on the Properties; h.Coordinate, schedule, and deliver all educational programming and site-based activities including staffing, logistics, transportation coordination, and partner engagement; i.Administer all financial operations, including invoicing, revenue collection, deposits, payroll, expense processing, and budget tracking; provided that all revenues shall be paid to OCPRC pursuant to the Interlocal Agreement; j.Manage all administrative, clerical, and operational systems, including records, calendars, staffing coordination, and compliance with laws, policies and procedures; k.BHS will report any major repair issues to OCPRC as soon as they are identified; and l.BHS will attend monthly communication meetings organized by OCPRC. IV. PAYMENT OCPRC shall reimburse BHS for the actual cost of Services undertaken and performed by BHS or its contractors pursuant to this Agreement. BHS shall invoice OCPRC on a monthly basis for Page 2 of 6 SERVICES AGREEMENT 05-10-26 Page 3 of 6 SERVICES AGREEMENT 05-11-26 the Services. OCPRC shall pay BHS within thirty (30) days of receipt of invoice. Upon request, BHS shall provide itemized and detailed receipts or documentation to support the costs contained in the invoices. V. TERMINATION This Agreement may be terminated, in whole or in party, at any time, with or without cause, by either Party upon giving thirty (30) days advance written notice of termination to the other Party. In the event of such termination by either party, OCPRC shall immediately pay all fees, which may be due and owing to BHS for work performed through the date of termination of the Agreement. The OCPRC Director may terminate this Agreement, in whole or in part, on behalf of the County and OCPRC VI. RESERVATION OF RIGHTS, INSURANCE AND LIABILITY ASSURANCES a.No Waiver of Governmental Immunity. All of the privileges and immunities from liability, and exemptions from laws, ordinances and rules, and all pensions, relief, disability, worker’s compensation and other benefits which apply to the acts of BHS and their officials, officers, agents, and employees when performed within the territorial limits for their respective agencies shall apply to the same degree and extent to the performance of such acts of BHS, officials, officers, agents and employees of OCPRC. No provision of this Agreement is intended, nor shall any provision of this Agreement be construed, as a waiver of any governmental immunity as provided by Section 9 of the Act or otherwise under law. b.Independent Contractor. BHS and OCPRC agree that at all times and for all purposes under the terms of this Agreement, BHS’s relationship to OCPRC shall be that of an independent contractor. No liability, right or benefit arising out of any employer/employee relationship, either express or implied, shall arise or accrue to BHS or OCPRC as a result of this Agreement. BHS shall retain all authority for the rendition of services, standards of performance, control of personnel and other matters incidental to the performance of services by BHS under this Agreement. Nothing in this Agreement shall make any employee of BHS a OCPRC employee for any purpose. c.Liability and Indemnification. BHS and OCPRC shall each be solely responsible for the acts and omission of its own officials, employees, agents, and contractors the costs associated with those acts and omissions. In no event shall either Party be liable to the other Party, for any consequential, incidental, direct, indirect, special, and punitive or other damages arising out of this Agreement. d.Insurance. Each Party shall be responsible for maintaining liability insurance or governmental self-insurance covering its activities as they relate to this Agreement. Page 4 of 6 SERVICES AGREEMENT 05-10-26 a.Entire Agreement. This Agreement sets forth the entire agreement between the parties and supersedes any prior understandings related the to the provision of maintenance and services provided in this Agreement.. b.Multiple Counterparts. This Agreement may be executed in multiple counterparts, each of which when executed shall be deemed an original, and such counterparts when taken together shall constitute one and the same instrument. c.Severability. If a Court of competent jurisdiction finds any provisions of this Agreement invalid or unenforceable, then that provision shall be deemed severed from this Agreement. The remainder of this Agreement shall remain in full force. d.Governing Law. This Agreement shall be governed by Michigan law. Except as otherwise required by law or court rule, any action brought to enforce, interpret, or decide any claim arising under this Agreement shall be brought in the Oakland County Circuit Court. e.Amendment. The Agreement may be amended only upon written agreement and approval of the Parties, which approval shall be given by the OCPRC Director and the BHS Superintendent. f.Permits and Licenses. Each Party shall be responsible for obtaining and maintaining, throughout the term of this Agreement, all licenses, permits, certificates, and governmental authorizations for its employees/and/or agents necessary to perform all its obligations under this Agreement. Upon request, a Party shall furnish copies of any permit, license, certificate, or governmental authorization to the requesting party. g.No Implied Waiver. Absent a written waiver, no failure, or delay by a party to pursue or enforce any rights or remedies under this Agreement shall constitute a waiver of those rights with regard to any existing or subsequent breach of this Agreement. No waiver of any term, condition, or provision of this Agreement, whether by conduct or otherwise, in one or more instances shall be deemed or construed as a continuing waiver of any term, condition, or provision of this Agreement. No waiver by either Party shall subsequently affect its rights to require strict performance of this Agreement. h.Notices. Notices given under this Agreement shall be in writing and shall be personally delivered, sent by express delivery service, certified mail, or first-class U.S. mail postage prepaid to the person appointed to the governing board by the governing body of the participating agency. i.Assignment and Subletting. This Agreement may not be assigned nor may duties or obligations hereunder be delegated without the prior written consent of both parties. j.Interpretation of Agreement. This is a negotiated Agreement. Should any part of this Agreement be in dispute, the Agreement shall not be construed more favorably for one party over the other, and the doctrine of construction against the drafter shall not apply. k.No Third Party Beneficiaries. The parties do not intend to confer third party beneficiary status on any non-party to this Agreement. l.Contacts. Concerning matters associated with this Agreement, the primary contact person for BHS shall be Rick West, Superintendent of Schools, and the primary contact person for OCPRC shall be Chris Ward, Director. m.Remedies. No right or remedy granted herein or reserved to the parties is exclusive of any right or remedy granted by law or equity; but each shall be cumulative of every right or remedy given hereunder. n.Authorization. The Parties have taken all actions and secured all approvals necessary to authorize and complete this Agreement. The persons signing this Agreement on behalf of Page 5 of 6 SERVICES AGREEMENT 05-10-26 each Party have legal authority to sign this Agreement and bind the Parties to the terms and conditions contained herein.