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HomeMy WebLinkAboutPARKS & REC 2015-11-04 r � MINUTES ,��I��� 746th REGULAR MEETING �," ��� '� PARKS AND RECREATION COMMISSION (� ,�, ,,t � CITY OF LIVONIA rt f {�o� � .►vor`�� On November 4, 2015 the above meeting of the Parks and Recre tion Commission of the City of Livonia was held in the Livonia Community Recreation Center confer nce room, 15100 Hubbard, Livonia, Michigan Mark Johnson, Chairperson of the Com ission, called the meeting to order at 7 00 p m Members present: Paul Condon, Cathy Kevra, Kevin Summers, Roger Walklin and Mark Johnson Members absent: None Also present: Ted Davis, Superintendent Tom Murphy, Facility Manager Glen L.ong, Livonia Civic Arena �. Jill Caruso, Livonia Community Swim Club �n James Cramb, Livonia Community Swim Club ;�;' o Joe Taylor, DMC �..�;-- � Bob Bacigal, Livonia Storm -''- Karen Hannon, DMC �J'`_ M Gary McCann, DMC ��-';� � Amy Walker, Asst. Facility Manager '`4`--' `s-' Brian Hansen, LCRC staff F��._.: c' �._> � �,:� U�n a motion made by Mr Summers seconded by Mr Walklin, it was e�,-i #3462-15 RESOLVED, that the Commission waive the reading of the minutes of the 745tn Regular Meeting of the Commission held on October 7, 2015 and that the minutes be approved as submitted A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Summers, Walklin and Johnson ABSENT Kevra The Chairperson declared the resolution adopted Upon a motion made by Mr Condon seconded by Mr Summers, it was #3463-15 RESOLVED, that the Commission move New Business 1, 2, 3, 7 and 9 to the front of the agenda. A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Summers, Walklin and Johnson ABSENT Kevra The Chairperson declared the resolution adopted Mrs Kevra arrived at 7 04 p m Representative from Livonia Storm Re 2016 Tournament— Mr Bacigal said he was here to request vending for their annual tournament to be held at Bicentennial June 17-19, 2016 He Commission Meeting 2 November 4, 2015 explained the tournament and how many teams will be there and also the types of vendor that will be there He said they will be holding try-outs August 6 and 7 at Bicentennial Mr Bacigal said the Storm would like to contribute back to Livonia by sponsonng some pitching lanes or batting cages at Bicentennial Park around fields 9 and 10 and then possibly more in the future He said he will get with Enn on this Mr Johnson asked about last year's tournament. Mr Bacigal said the Storm had 9 teams and there were 58 teams altogether Mr Condon asked Mr Davis if there were any issues last year? Mr Davis said no and we will try to accommodate the try-outs at Bicentennial Upon a motion made by Mr Summers seconded by Mr Walklin, it was #3464-15 RESOLVED, that the Commission approve vending at the Storm Tournament to be held June 17-19, 2015 at Bicentennial Park. 1 Groups or organizations should have a permit to use the facility; i e , athletic field or picnic permit and must comply with all provisions of the permit relating to ball diamonds and timing 2. Group or organization should provide the City with a Certificate of Insurance in the amount set forth in our standard policies naming the City of Livonia as addit�onal insured 3 Selling of inerchandise should be limited to their audience, i e , tournament participants and attendees at functions and meet City ordinances 4 Requesting group or organization must obtain vendor license from the City Clerk, and if selling food, must obtain a permit from the Wayne County Health Department. Copies of which must be provided to the Department of Parks and Recreation at least 30 days prior to the start of the event. Selling of alcohol is prohibited without the consent of City Council 5 The group or organization must provide a list of vendors/merchandise or items that will be sold at their event to the Department of Parks and Recreation prior to their event. 6 The Storm organization must come before the Parks and Recreation Commission no later than April of the year of the tournament. 7 No RV's or tents are allowed over night with the exception of one security person 8 The number of teams allowed will be based on field availability and parking limitations 9 It is the responsibility of tournament organizers to provide an extra dumpster at their expense All garbage cans must be emptied on a regular basis 10 In the case of adverse field conditions, games may be cancelled by the Department. 11 Group or organization must provide additional port-a johns to meet the needs of anticipated crowd All of the required documents must be submitted at least 14 days prior to the start of the event. A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, Walklin and Johnson ABSENT None The Chairperson declared the resolution adopted Mr Bacigal left the meeting at 7 08 p m Commission Meeting 3 November 4, 2015 Representative from Livonia Community Swim Club Re. Vendinq at Februarv and December 2015 swim meets— Mr Cramb introduced himself as the president of the swim club and Ms Caruso as the meet chair He said they want to acknowledge the vendors they will have at the swim meets and to ask permission to post signs prior to the meets around the locker rooms so members understand that during the swim meet they will be asking to check for identification because the kids will be in the locker rooms He explained the set up, times and vendors Mr Johnson asked if any food will be prepared on site? Mr Cramb said no and that the health department will come in to inspect. Mrs. Kevra asked if signs have been posted in the past? Ms. Caruso said they are posted a week ahead to warn the members Mr Johnson asked about parking Mr Cramb said parking in the Five Mile lot it is mentioned in the meet packet and an email will be sent out also Upon a motion made by Mrs Kevra seconded by Mr Condon, it was #3465-15 RESOLVED, that the Commission approve vending for the Livonia Community Swim Club for the February and December 2016 swim meets to be held at the Livonia Community Recreation Center and that they adhere to the following policies 1 Groups or organizations should have a permit to use the facility, i e , athletic field, picnic permit or pool and must comply with all provision of the permit relating to the facility 2 Groups or organizations running event should provide the City with a Certificate of Insurance in the amount set forth in our standard policies naming the City of Livonia as additional insured 3 Selling of inerchandise should be limited to their audience, participants and attendees of their function and meet City ordinances 4 Requesting group or organization must obtain vendor license from the City Clerk, and if selling food, must obtain a permit from the Wayne County Health Department. Copies of which must be provided to the Department of Parks and Recreation Selling of alcohol is prohibited without the consent of City Council 5 The group or organization must provide a list of vendors/merchandise or items that will be sold at their event to the Department of Parks and Recreation prior to their event. All of the required documents must be submitted at least 14 days prior to the start of the event. A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, Walklin and Johnson ABSENT None The Chairperson declared the resolution adopted Ms Caruso and Mr Cramb left the meeting at 7 12 p m Mr Johnson said the representative is not here yet for New Business 3 so we will move to New Business 7 Letter submitted by Edward Davis Re Sublease and Health Services Aqreement at LCRC — Mr Davis explained that the onginal request for proposals was due September 21 and we received proposals from DMC, Trinity Health and St. John Providence Hospital He said at that point DMC was the high bidder but then Trinity Health came in with an additional proposal Mr Johnson asked Commission Meeting 4 November 4, 2015 if all three were present at the bid opening? Mr Davis said he knows Trinity was present at the original opening but he's not sure about anyone else He explained that administration decided that the fair thing to do was to identify the top two companies and ask them to resubmit a proposal He said they were instructed to only propose what was guaranteed in the form of lease payments, memberships or sponsorships Those proposals were due October 26 and he stated the results Mr Davis said there have been additional communications which I have shared with Commission from DMC and from Tnnity Health He said we are asking Commission to recommend DMC be awarded the bid Mr Condon said when companng the bottom line from each company, what is the annual revenue? Mr Davis said DMC would be $130,000 annually, Trinity Health would be $100,430 so over the course of five years it would be a $150,000 difference Mr Condon said Trinity has more programming to offer and asked if it would make a significant difference Mr Davis said we love the program offerings and the ability to partner but there are no guarantees with that. He said we haven't asked for many joint programs with DMC but they have done everything we have asked of them Mr Johnson said his understanding is that we formerly had a 3 year agreement with St. Mary's with an opt out and they opted out and we have not had an agreement with them since then Mr Davis said they opted out and we bid this out in 2009 and DMC was our only bidder then He said the contract with St. Mary's had an increase of 3% or CPI whichever was greater and he believes they felt the 3% increase was unfair Mr Taylor introduced himself and Mr McCann and gave his endorsement of DMC He said he would like to see the Commission's approval of DMC to send to Council Mr Johnson asked if there is only one space available in the rec center? Mr Davis said at this point, yes Mr Johnson said the ultimate decision is with Council and Council is looking for our recommendation He said we are stewards of the money and we have to handle that money ethically, morally and with the best interest of the residents of the City of Livonia in mind and we have to get the best deal we can and to him that is dollars and cents in our pockets Mr Johnson said we got the brochures from Mr Taylor and we also received a copy of an email from David Spivey Upon a motion made by Mr Walklin seconded by Mr Summers, it was #3466-15 RESOLVED, that based on the proposals received the Commission recommends that City Council authorize the Mayor and City Clerk to execute a lease agreement with the DMC Rehabilitation Institute of Michigan for a period of five (5) years, commencing on January 1, 2016 and terminating on December 31, 2021 A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, Walklin and Johnson NAYES None The Chairperson declared the resolution adopted Mr Taylor, Ms Hannon and Mr McCann left the meeting at 7 26 p m Letter submitted by Edward Davis Re Sublease aqreement Eddie Edqar and Devonaire arenas — Mr Davis introduced Glen Long from Livonia Civic Arenas and said we have been negotiating a new lease agreement for each arena as the current lease expires July 31, 2016 Mr Long said his attorneys have looked at it and they are fine with it. Mr Davis explained the changes to the present contract. Mr Long explained the reason that the Livonia Civic Arenas (LCA) organization was created He said the leases were assigned to Livonia Civic Arenas from Livonia Hockey Association and that the two groups have no relationship Mr Condon asked about the repairs needed at Devonaire and if upgrades were made when the millage passed Mr Davis and Mr. Long explained the concerns about the compressors and the roof and said upgrades were not made to Devonaire with the millage Mr Long explained the new locker rooms that were added to Devonaire Mr Davis said Devonaire's roof will be put in the Department's Master Plan in 2017 Mr Walklin asked if structurally Devonaire is OK and if the overall compressor system is satisfactory? Mr Davis said Commission Meeting 5 November 4, 2015 yes and explained about some minor repairs that have been done to the roof and said the compressors are original but are holding up for now Mr Long explained the maintenance schedule Mr Walklin asked what is LCA's current responsibility? Mr Long said they are responsible for the inside and the City is responsible for the outside Mr Johnson asked that if both sides agree that repair or replacement at Devonaire is not fiscally responsible will the building be moth balled? Mr Davis said there is no contingency plan yet but it is everyone's goal is to keep it going as long as possible He said he is sure there would be warning signs and we would have time to make that sort of decision Mr Long said they maintain capital reserve funds and they are able to replace one compressor but his concern is everything going at one time Upon a motion made by Mr Condon seconded by Mrs Kevra, it was #3467-15 RESOLVED, that the Commission recommends that City Council authorize the Mayor and City Clerk to execute lease agreements with Livonia Civic Arenas to lease both Eddie Edgar and Devonaire arenas for a period of five (5) years, commencing on August 1, 2016 and terminating on July 31, 2021, with the option to lease the facilities for an additional five (5) years A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, Walklin and Johnson ABSENT None The Chairperson declared the resolution adopted Mr Long left the meeting at 7 43 p m Reports from Staff— Mr Johnson asked why Ladywood cancelled a meet? Mr Davis said they had no opponent scheduled Mr Johnson asked about the comment regarding the first after hours rental in a while Mr Davis said we had one this past Sunday Mr Condon asked if the data line and fiber optic work was part of the recent email issue? Mr Davis said it was not and explained the fiber optic is connecting us with the City network and should be done soon He explained the etrak email issue Mr Johnson asked if there were any repercussions from the email issue Mr Davis said two people cancelled their memberships and he has written them both apologies as well as apologies posted on the Facebook page and the City website and an email was sent out through GovDelivery Mr Johnson verified that no personal information was sent out other than names and addresses Mr Davis sa�d that is correct. There was a discussion regarding Facebook comments regarding the issue Mr Johnson said the Open House report is interesting Ms. Walker explained the report. Mr Davis said there are plans to make some changes such as making it more of an event. Ms. Walker explained some plans Communications Green Fee Report—October 2015— Mr Johnson asked if the courses are kept open for decent weather? Mr Davis said yes There was a discussion of past years 409 Report— Mr Walklin asked about the Contribution to Golf Course Fund amount. Mr Davis said he would find out and report back. Mr Walklin said the negative to the Idyl Wyld account is never going to be paid back and asked if there is ever going to be any accounting to wipe that out? Commission Meeting 6 November 4, 2015 Mr Davis explained Mr Walklin asked if there are any new items for plans for the golf courses? Mr Davis said we have 2016 capital items for your approval tonight and Tom and I are in discussions about going out for a golf course master plan separate from a Parks and Recreation master plan He explained the process Mr Walklin said he has had discussion with Tom and his crew regarding coming up with an idea at Fox to cover up some of the equipment from all three courses that sits outside all year There was a discussion of what could be done Mr Davis said he would bring it up with Tom and said they have talked about adding large pavilions for outdoor events with 409 money LCRC Packaqe Totals— October 2015—There were no comments LCRC Code of Conduct— October 2015— Mrs. Kevra asked if the recent incidents are all related Mr Murphy said yes and explained the situation Mr Davis said Jason is in charge of the discipline now because Tom would be the one you appeal to LCRC Comment Card Report— October 2015 — Mr Condon asked about the new format to this report. Ms. Walker explained how she is doing it now Mr Davis said 550 surveys were returned and he will present the results at the December meeting He said most were positive and constructive Mr Condon said he has heard positive feedback from members that they are being asked for their comments Mr Davis said we need to be asking everyone using this facility what they want to see Mr Condon asked if there is a comment area on the website? Mr Davis said we will have a survey there because we will be surveying all of our programs on a regular basis Ms. Walker said Scott worked well with his instructors on getting the survey cards out. Mr Johnson said the rest of the items are for informational purposes Everyone congratulated Mr Johnson and Mr Condon on their reappointments Letter from Mayor Kirksey Re. Reappointment of Mark Johnson to the Parks and Recreation Commission Letter from Mayor Kirksev Re. Reappointment of Paul Condon to the Parks and Recreation Commission Old Business Clement Circle Pool — Mr Davis said we are waiting on engineering and bid specifications and then we will do an RFP for the build Mr Johnson asked if any further damage can be done to it by the weather? Mr Davis said no He said if they can award bids prior to Christmas some demo might be able to get done Mr Walklin asked about the work being done there currently Mr Davis said that the schools are letting roads use it as a staging area Teenaqers on Friday niqhts — Letter submitted by Tom Murphy approved for submission by Edward Davis Re. Revision to aqe of responsible person — Mr Murphy said we are asking to return the age to where it was prior to last month's meeting with the idea that we haven't had any issues with the responsible person being 16 years old and if we change it then we change a member benefit and we really only want to change benefits of day pass holders If we change it to age 18 then we have changed it for members who have purchased their membership with the understanding that their 16 year old can bring the 11 year old Mr Condon said he still likes the idea of the 18 year old Mr Murphy said we get very few 16 year olds bringing younger siblings Mr Condon said then do we think it wouldn't affect very many people drastically? Mr Davis said we don't know Mr Johnson verified that we haven't had problems with the 16 year olds? Mr Davis said no, �ust problems with day passers Mr Johnson said we can go back and then change it again if needed Mr Condon asked if this is for Friday nights only? Mr Davis said no, it is across the board Upon a motion made by Mrs Kevra seconded by Mr Summers, it was Commission Meeting 7 November 4, 2015 #3468-15 RESOLVED, that the Commission approves the following change to the House Rules, "Youth under age 14 must be supervised by a person 16 years old or older, unless the 12-13 year old is a member" A roll call vote was taken on the foregoing resolution with the following results AYES Kevra, Summers, and Johnson NAYES Condon and Walklin The Chairperson declared the resolution adopted Mr Johnson said the Commission requests that you keep a very close eye on this and if there is any issue this will come back to Commission Mr Davis said we can keep this on as Old Business and keep you updated on it. Wolves and Hawks Soccer— Letter from Edward Davis Re. Resident concerns reqardinq Jaycee Park— Mr Davis explained that this was brought up by Councilwoman Nash that the Parks and Recreation Commission hold a meeting with the residents affected in that area and then report to the Public Safety, Education and Recreation Committee so they can meet with Council once our recommendation is received He said we could do this at our next meeting or have a special meeting for it. Mr Johnson said based on the last meeting at Webster, we will not have enough room Mr Davis suggested using a different room at the recreation center Mr Johnson said we would�ust be listening to their concerns? Mr Davis said yes and then issuing a recommendation to Committee There was a discussion of when to have the meeting Mr Johnson said at this point, before we give any consideration into meeting with the residents as requested in the council resolution, we need a legal opinion from the Law Department on our options under the contract and what the ramifications of those options are and the cost that the Department will provide to us depending on what those options are He said once we get all of that information then we can decide how we want to proceed Mr Johnson said we are already aware of what these residents are complaining about as there was a large community gathering at Webster School a couple of years ago wherein Ed McCarthy was present and the residents voiced the very same concerns that they are voicing today that prompted the Wolves and Hawks to abandon their plans to install two additional turf fields Nothing has changed from that time as what we are hearing today are the same issues He said we need this information before we will move forward on anything All the Commissioners agreed with this New Business Representative from JD Dinan Foundation Re. Establishinq a lunior qolf proqram in Livonia — Mr Johnson said there is still no representative present. Letter from Edward Davis Re. Sublease aqreement Rotary Park softball diamonds 1-4 — Mr Davis explained that this is a new lease as LJAL missed the deadline to extend the original lease and there was also an issue regarding a sign facing Five Mile Road on Bentley Field He said LJAL has submitted a 5 year projection of park improvements Everyone agreed they have done a great job maintaining the site Upon a motion made by Mr Walklin seconded by Mr Summers, it was #3469-15 RESOLVED, that the Commission recommends that the City Council authorize the Mayor and the City Clerk to execute a Lease Agreement with the Livonia Junior Athletic League, to lease Rotary Park Ball Diamonds #1, #2, #3 &#4 for a period of five (5) years, commencing on December 1, 2015, and terminating on November 30, 2020 A roll catl vote was taken on the foregoing resolution with the following results . Commission Meeting 8 November 4, 2015 AYES Condon, Kevra, Summers, Walklin and Johnson ABSENT None The Chairperson declared the resolution adopted Letter submitted by Erin Knieper approved for submission by Edward Davis Re Youth Sports Sponsorship— Mr Walklin asked how much actual funds are contributed? Mr Davis said a total of $1,500 per year He said people wonder why we are doing it for some and not for all and it would be cleaner if we�ust cut it off at the travel level Mr Walklin asked how much goes to the Livonia Collegiate league? Mr Davis said he will find out. Mr Walklin said the Collegiate League is high caliber and we have always maintained a close relationship with them, he asked if we are getting indications of more? Mr Davis said we always have additional teams asking for sponsorship He said he is uncomfortable w�th giving teams cash because you don't know how they are spending it, although he doesn't mind giving them fields or basketball courts or giving them ads in the L Magazine Mr Condon verified that the request is to only stop this at the travel level but you have no problem with them doing things in-house? Mr Davis said yes Mr Walklin said the program was set-up by volunteers and he has no problem giving the money since with the 50% resident requirement we are giving residents a chance to be on a travel team Mr Condon asked if Mr Davis would be more comfortable if there was a stipulation on how the money was spent? Mr Davis said it is not the money but how we do it. Mr Walklin asked if we then would remove the restriction on the residents also? Mr Davis said yes, they do get a discount on field time as non- profits Mr Johnson said we could run into a problem if we have millages that may play into it and if you are giving money I don't know how you could remove the resident requirement. The perception is bond money supports this Mr Davis said this is general fund money He said we are very much alone on giving money to our youth sports providers He said LJAL is charging the same as other areas so the kids are not getting a deal and the money we give LJAL is simply being diverted to make improvements to our fields Mr Johnson said we are getting improvements in a round about way Mr Davis said this is not about the money Mr Johnson said he believes the Commission needs more time to think about this Mr Summers said he would like to know what other cities are doing Mr Walklin said he doesn't care what others do He said the reason we started this is because we wanted to make sure Livonia residents had an opportunity to be on a travel team He said we have gone through this with a lot of other teams and we said if you have a problem with the residency requirement then come talk to us and hockey does it all the time and we do give them consideration He said the biggest thing he is against is if we don't continue this and in conjunction there is no residency requirement on that team, we are possibly hurting Livonia residents Mr Condon asked what do the teams feel about this? Mr Davis said they are fine with it. Mr Walklin asked if he told them there would be no requirement for Livonia residents? Mr Davis said we didn't say that,just said that the sponsorship would end if approved by Commission He said it is such a small dollar amount that it doesn't impact the teams Mr Condon asked are we hurting Livonia residents? Mrs. Kevra said it isn't being requested that we take out the residency requirement. Mr Davis said they want to be treated as a Livonia group because they get preferred usage of our fields and they don't want to be considered an outside rental Upon a motion made by Mr Condon seconded by Mrs Kevra, it was #3470-15 RESOLVED, that the Commission approves no longer sponsoring any programs that are strictly considered travel programs A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, and Johnson NAYES Walklin The Chairperson declared the resolution adopted Commission Meeting 9 November 4, 2015 Letter submitted bv Enn Knieper approved for submission bv Edward Davis Re. Adult Athletics Non- resident charqe— Mr Davis said we are asking to lower the cap on the non-resident fees for adult volleyball leagues to $90 per team Upon a motion made by Mrs Kevra seconded by Mr Condon, it was #3471-15 RESOLVED, that the Commission approves a cap on non-resident fees for adult volleyball leagues to be $90 per team A roll call vote was taken on the foregoing resolution with the following results AYES Condon, Kevra, Summers, Walklin and Johnson NAYES None The Chairperson declared the resolution adopted Letter submitted by Edward Davis Re Request to approve 409 expenditures for 2016 FY— Mr Johnson said this provides transparency Mr Walklin said this gives justification and something to tell people Mr Condon asked what is the Tin Cup portion of the sign? Mr Davis said we're paying it all Mr Walklin said per Tom it will be split Mr Davis said he will find out. Mr Summers asked what is in the lease? Mr Walklin said there were problems in the past with advertising that place Mr Condon said he is all for putting signs up but he would like them to have to pay also There was a discussion of where the sign would be located Mr Condon expla�ned new fixtures being put on the patio Everyone agreed she is doing a great job The Chairperson called the meeting adjourned at 9 06 p m MARK JOHNSON, CHAIRPERSON PARKS AND RECREATION COMMISSION NEXT MEETING WEDNESDAY, DECEMBER 2, 2015 AT 7 00 P.M.