Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION January 10, 2023 City Council Chambers A. CALL TO ORDER A regular meeting of the Parks and Recreation Commission of the City of Woodstock was called to order by Chairman Mike McCleary at 7:00 PM on Tuesday, January 10, 2023 in the Council Chambers at Woodstock City Hall. B. ROLL CALL: A roll call was taken and Chairman McCleary determined a quorum was present. COMMISSION MEMBERS PRESENT: Jason Cohen, Melissa McMahon, Pete Riis and Chairman Mike McCleary. COMMISSION MEMBERS ABSENT: C. Neuhart. OTHERS PRESENT: STAFF PRESENT: Executive Director Christina Betz, Executive Director Danielle Gulli, Recreation Director Dave Zinnen, Public Works Director Brent Aymond, Superintendent Chris Lynk and Chief Deputy City Clerk Jane Howie. C. FLOOR DISCUSSION: 1. Public Comments: Executive Director of Operation Christina Betz congratulated Brent Aymond on his promotion to Director of Public Works. Brent is responsible for Parks, Streets, Fleet, Water, Wastewater and Water & Sewer Maintenance. He’ll be leading Parks going forward. C. Betz shared B. Aymond’s background and extensive experience in Public Works. Commissioners welcomed Brent and offered their congratulations. 2. Commission Member Comments: In response to a question from P. Riis, D. Zinnen said the City believes Davis Field will be out of commission for the season. However, no decisions have been made at this time. D. ACCEPTANCE OF MINUTES: In response to a question from M. McMahon asked about the batting cage, C. Lynk said there is a written agreement between the school and the City agreeing to which party pays for specific costs. He added that the batting cage will be open to the public, similar to that of Bates Park. The school will be responsible to install, take down and store in their shed each season. McCleary asked that the agreement, once approved, is added to their packet. Motion by P. Riis, second by J. Cohen, to approve the minutes of the December 13, 2022 meeting of the Parks and Recreation Commission. Ayes: Cohen, McMahon, Riis and Chairman McCleary. Nays: none. Abstentions: none. Absentees: Neuhart. Motion carried. E. TRANSMITTALS: The following items have been transmitted to the Commission for information and there is no discussion expected or action recommended. 1. Recreation Department Report for December 2022 D. Zinnen said membership is over 1,000 at last! In response to a question from McCleary about the “You’ve Been Elfed” program, D. Zinnen said the Recreation Department had staff members dress up as Christmas Elves. The elves would install a sign in the yard, along with candy canes, to spread holiday cheer. This was a fundraiser for the Rec Center.  Parks & Rec Commission 01/10/2023 Page 2 of 4 D. Zinnen briefly explained the Capital Improvement Program (CIP). M. McMahon said the current City Scene has been sent out and it looks great. D. Zinnen said the City will be working on the outdoor stone at the Rec Center and replacing siding in the spring. In response to a question from M. McCleary about the gas station next to the Rec Center, it was noted that the IEPA said more sampling needs to be completed before further work is done on this property. 2. Parks Division Report for December 2022 C. Lynk mentioned that he is currently working on the Parks Division operating budget. He submitted information for the CIP two months ago. He added that Emricson Park is 90% cleared out. They’ll be getting the bid out in January. As it pertains to demolishing the building, that will be dependent on staff’s schedules. F. OLD BUSINESS: 1. Reconsider Tournament Field Usage Fees D. Zinnen mentioned that there was a mix-up in fees at last month’s meeting. They had quoted $180 per field; however, it should be $180 per site. He stated that we need a motion to rescind the motion setting the fees at $180 per field; this issue needs to corrected. C. Betz added that after several internal staff meetings, the leadership team has discussed this situation and believes this is the appropriate and necessary step to take. The City is proposing to work through the fee structure, and staff is open to the Commission’s recommendation. The City knows what is needed to cover the City’s costs, and they are committed to diving into this and looking through the Parks Policies and Practices Documents. D. Gulli said it was determined that the $180 per field decision was prematurely shared, as this is much too high. While it’s important to cover the City’s costs, staff wishes the fees to be fair. Staff is continuing to do research before additional decisions are made. The City is looking at what other communities are doing in comparison. In response to a question from J. Cohen, it was shared that Merryman Field costs $90 per field for the first game, plus $15 per field for each additional game. It was noted that outside vendors also set their own fees. Staff believes it could take about one month to come to a decision. In response to a question from P. Riis about outside user groups vs. Woodstock Little League, staff said the fee structure will be differentiated. Staff will provide further information once it’s available. P. Riis rescinds the prior motion to set field usage at $180 per field and instead set the cost at $180 per site, second by M. McMahon. Ayes: Cohen, McMahon, Riis and Chairman McCleary. Nays: none. Abstentions: none. Absentees: Neuhart. Motion carried. G. NEW BUSINESS: 1. Discuss Chapter 4 & 5 of the Park Master Plan As it pertains to coordination with other jurisdictions, M. McCleary asked commissioners for specific corrections. On page 48, conservation district, include camping & fishing, private facilities, eliminate miniature golf and gymnastics. In chapter 5, page 50 M. McCleary mentioned the former Die Cast site, which has a potential developer, and asked if the developer would have to comply with giving money or park land, as other residential developments in the city have. C. Betz said that would have to be incorporated into the development fees that are determined for each individual project. A business decision will be made to ensure there is a good partnership between the developer and the City. D. Gulli said the City is looking at homeowner’s groups, putting in fees for parks, ponds, then the HOA would no longer exist. There was a suggestion that, perhaps, an SSA could cover projects going forward. Staff is looking for protections for the City. The preference is that the HOA owns and maintains the common space going forward. M. McCleary said nothing was attached in paragraph 4; staff will forward this information to the commissioners. D. Gulli suggested adding pickleball on Page 51; M. McMahon suggested adding disc golf.  Parks & Rec Commission 01/10/2023 Page 3 of 4 There was a brief discussion about available parking at park sites. Many parks don’t have a parking lot; however, on-street parking is allowed. In response to a comment about standard field sizes for baseball, C. Lynk will update base options. There was a bit of discussion from the 2nd paragraph on page 53 about Emricson Park’s path being handicap / ADA accessible since its paved. C. Lynk said there is a 1% grade, so the path may not be ADA through- out. In response to a question about park signage, D. Gulli said facility signs are included in the CIP; however, not all signs have been funded within the CIP. She added that once the branding project has been completed, the City will look into this further. C. Lynk added that signs at Banford Road Park, Raintree Park, and Olson Park have been replaced recently. 2. Discuss Resident User Groups Tournament Usage Fees Mr. Brian Powers from Woodstock Little League recommended $100 per game vs. $90 and $20 for each subsequent game. He opined that they believe they’re on board with the City. D. Gulli asked some questions about the Parks Master Plan as it pertains to user fees in an annual period, and why Girls Softball fees are $2,000 and Woodstock Little League is zero. The response was that Woodstock Little League has made improvement to fields and provided maintenance, which has reduced their fees. P. Riis added that the improvements came before this commission for discussion and a recommendation. The waiver of fees is based on how much money they’re putting into the ball park. D. Zinnen documents these costs/fees. M. McCleary reiterated that the user group would make a project request to this commission. Then, the recommendation would go to City Council for approval. From there, staff would work with the user group to see that the project is completed. Council did put a dollar cap of $10,000 on this program. D. Gulli suggested having a tally including this information. It was mentioned that if user groups wish to work to maintain a park / field, they must get permission in advance. New commissioners would like to know the procedures and what projects have been done, and what credits are still available. P. Riis offered further explanation. D. Zinnen said only non-residents pay, as the City only collects fees for non-resident users. Groups don’t get credit for labor, only materials. Groups may be able to complete projects for lower costs than the City. D. Zinnen said they did not get a recommendation for user group fees. He is trying to get a fee on little league and girls softball. There are concerns about the organizations being able to absorb those costs. He added that the tournament fees were much lower than Baseball365; there were no change in fees from 2022 to 2023. P. Riis said the user groups have paid the City for the cost of crews to do additional field prep when the organization asked the City to come back and prep fields. C. Lynk said, if requested, City staff will stay for the day, with a cost for staff. In response to a question from M. McMahon, D. Zinnen said he will provide the actual fees to the commission and he will send the Park Policy to the commissioners. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Discuss Construction of Press Box at Emricson Park Football Field The commission would like a representative from Woodstock Thunder to attend a meeting so that their questions can be answered, such as what fees they are paying, do they pay the cost for the rental of portable toilets and cleanings. M. McMahon said she’d like background information and see the written agreement. In response to a question from M. McMahon, D. Zinnen said Woodstock Thunder maintains the City’s field that they use. M. McCleary said he believes the former City Manager coordinated some of the deals with Woodstock Thunder. C. Betz said the leadership team has asked similar questions. It was mentioned that the City would like to do a Master Plan for Emricson Park. J. Cohen asked if any concessions will be  Parks & Rec Commission 01/10/2023 Page 4 of 4 added. M. McMahon asked if Woodstock Thunder is paying fees, such as portable toilets and cleaning of such. P. Riis voiced a concern about parking to allow for emergency vehicles to be able to get through. b. Discuss Melissa Canto-O’Leary Splashpad Project D. Gulli said the specific location for the splashpad, and if a cost is involved for its use, has yet to be determined. A committee is forming to do more serious fundraising. Once there’s more funding, it is believed that the City may contribute some funds as well, depending on the budget. The committee will make recommendations as it pertains to the design, who has access to the splashpad, and if any costs for use are involved. There was a comment that the City received a Major League Baseball grant for Field A. C. Betz said the City’s Grant Writer is researching to determine if there are any grants available for this project. It was also noted that the Grant Writer is looking for available grants for a bike path. M. McMahon suggested that the City’s Grant Writer reach out to a local bike club to ask about possible grants. D. Gulli said staff is looking for suggestions/recommendations, so send ideas their way. C. Betz is anticipating March/April for the City’s new intergenerational inclusive playground to get started. A lot of behind the scenes work will be necessary first. The City is working on updating the Master Plan, the Comprehensive Plan, City Branding, Parks Master Plan and an Arts Master Plan. M. McCleary asked if charging stations might be added in parks, such as Emricson. His concern was about people traveling in for a tournament. He asked if there are any grants available. C. Betz said there are no grants available for this type of project. The City is waiting to hear from state legislatures and the City is in discussion with their Lobbyist as this is a hot topic. 2. Requested by Commission: Any member may suggest an item to be considered by the Commission at a future meeting but must be approved by a majority of the Commission to be included as a future agenda item. I. ADJOURN: Motion by J. Cohen, second by M. McMahon to adjourn the Regular Meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, February 14, 2023 at 7:00 PM in the Council Chambers at City Hall. Ayes: J. Cohen, M. McMahon, P. Riis and Chairman M. McCleary. Nays: none. Abstentions: none. Absentees: C. Neuhart. Motion carried. Meeting adjourned at 8:28 PM. Respectfully submitted, Jane Howie Chief Deputy City Clerk