Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION February 14, 2023 City Council Chambers A. CALL TO ORDER B. ROLL CALL: A roll call was taken and Chairman McCleary determined a quorum was present. COMMISSION MEMBERS PRESENT: Melissa McMahon, Pete Riis and Chairman Mike McCleary. COMMISSION MEMBERS ABSENT: Jason Cohen and Chris 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 Deputy Clerk Bernie Walker. C. FLOOR DISCUSSION: 1. Public Comments: none. 2. Commission Comments: none. D. ACCEPTANCE OF MINUTES: Chairman McCleary asked if the reference to Emricson Park being 90% cleared out (page 2 on the Parks Division Report) referred to the maintenance facility, and Staff confirmed it was. Motion by M. McMahon, second by P. Riis, to approve the minutes of the January 10, 2023 meeting of the Parks and Recreation Commission. Ayes: M. McMahon, P. Riis and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and C. 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 January 2023 Chairman McCleary asked for updates on the whirlpool leak, the light in the swimming pool, masonry work, siding and the leak in the roof. D. Zinnen responded that one inspector came in and said they need the lights to work and another inspector indicated they were not necessary, so no action has been taken at this time. Staff is planning on repairing the whirlpool leak this summer when the pool is shutdown to repaint the pool shell. It could be a two-week project because the epoxy paint will need four or five days to dry, and then they have to refill the pool. The epoxy lasts five years so they’ll have four years without a summer shutdown, which the members appreciate. Chris Lynk said the masonry work is complete, the siding materials have been ordered and they have quotes for installation, and the roof doesn’t leak anymore. D. Zinnen reviewed the Woodstock Little League expenses and the D200 City Agreement regarding batting cages with the Commission and D. Gulli gave an overview of the Marketing  Parks & Rec Commission 02/14/23 Page 2 of 4 Report and stated things are moving in a positive direction; Rec Center memberships are up from 749 to 1,066 from the previous year. Facebook followers are up 296 this year and Instagram followers are up 190. Facebook reach went up 46% in 2022. We are doing some paid posts which is new and increasing reach. Instagram reach is up 1,000% and we continue to look at trends over time and work to increase engagement which is already strong. She also stated for FY22/23 there was an advertising budget of $13,200, which will be fully spent by year end. $15,000 has been requested for next year. There was discussion regarding the Rec Center’s maximum membership potential and what is needed to increase that capacity such as extending hours, 24/7 access, staffing needs, office renovations, safety concerns, key cards, cameras, etc. City Scene is also 100% produced in-house now by Marketing. 2. Parks Division Report for January 2023 M. McMahon asked if they received numbers for the demolition/rebuild of the Emricson Park Building, C. Lynk shared that they are working on a bid and will bring in a consultant and then they’ll work on the design. F. OLD BUSINESS: 1. Discussion of Davis Road Soccer Fields Chairman McCleary asked if the City Council approved the decision to take the Davis Road Soccer Fields out of service for 2023 due to their poor condition and needing $100,000 to repair them. C. Betz responded that it hasn’t gone to Council, so it hasn’t been approved yet, but it’s included in the CIP (Capital Improvement Program) budget, which Council also needs to approve. Chairman McCleary opined the CIP allocates monies for certain projects based on priority. C. Betz stated the initial plan was to repair three fields and then go back and repair the other three fields; however, all six fields are in disrepair and there are safety concerns, so the recommendation is to shut down for one season to repair all the fields, and then follow a field rotation schedule. Staff opined that the fields are located on a landfill site that is still settling and that the dirt has eroded/settled into the sand, which is why it’s hard to grow grass and that all they can do is bring in top layers. P. Riis asked about the sprinkler system and B. Aymond said they would repair the existing sprinkler system rather than replace because it’s EPA regulated. Chairman McCleary opened to the public for questions. Fernando and Jaime Mondragon from Woodstock expressed concerns about Davis Road Fields being shut down and the high cost to rent fields in nearby towns. They have 20 teams that want to play soccer and asked if there were any other fields available in Woodstock. Chairman McCleary said the other fields are reserved for youth and the high school, and based on the number of games they want to play, there aren’t any fields that will accommodate their needs. Discussion ensued about the fields; user fees, upkeep and maintenance, rotation of fields, number of games played, weather conditions, etc. The Commission and Staff assured Fernando and Jaime that the intention is for them to play on the Davis Road Fields next year; however, they can’t guarantee it due to variables like weather, materials, etc. Fernando and Jaime are very passionate about soccer and stated they are willing to help financially to get the fields going. They expressed their appreciation to the Commission and they are planning to attend upcoming Council meetings. C. Betz also recommended that they e-mail City Council with their suggestions. Buffy Brasile addressed the Commission to find out where we are at in the process, if we have a plan for the renovation and if the plan was approved by the EPA. D. Gulli shared that we need to  Parks & Rec Commission 02/14/23 Page 3 of 4 get the budget approved by City Council first and then we can work on the renovation plan. D. Gulli mentioned that a Budget Workshop is being held on 2/24 that it is open to the public, and if it gets approved, then it will go to the City Council for approval in April. B. Aymond added that Staff has guidelines from EPA on what is allowed at this site. M. McMahon asked how long it would take to repair the fields and C. Lynk responded it’s a two- week project, but they have to make sure irrigation continues, and B. Aymond opined that they also need plenty of season to grow, so the grass takes root. G. NEW BUSINESS: 1. Discuss Thunder Youth Football Program re: Improvements at Emricson Park Amy Gannon, President of Thunder Youth Football addressed the Commission stating they would like to partner with the City of Woodstock because they don’t own the field, and they would like to make three recommendations to improve the football field which include add a press box with microphones, update lights (they are old and can’t be maintained) and add a fence (they are currently using rope with stakes around the field which isn’t the safest option). Amy Gannon proceeded to ask the Commission if they were open to their ideas and if they would be willing to partner with them to make the improvements. Chairman McCleary asked if Thunder Youth Football planned on using the site long term, as he was initially told it would only be for two-three years because they were looking to purchase their own land. Both Amy Gannon and Steve Stoltz stated that this is where they would like to stay. D. Zinnen provided the Woodstock Thunder Field User Agreement from 2008, which Ms. Gannon and Mr. Stoltz weren’t familiar with; however, they reiterated a press box is their first priority. P. Riis asked if the City is planning to do a Master Plan for Emricson Park and C. Betz stated it was in the CIP to start this summer. P. Riis opined the Master Plan will look at everything; usage, user groups, areas being used, etc. in conjunction with what Thunder wants to do, and it all needs to fit into the Master Plan. D. Gulli shared that they hired a group to help and they will hold open sessions where people/user groups can communicate their needs and she encouraged Thunder to be part of that planning process. M. McMahon asked if Woodstock Thunder pays a user fee and when told they don’t, she inquired why, especially if other user groups pay a user fee. D. Zinnen gave some history on the field and the agreement that was made back in 2008 by Bob Hoadley, former Parks Division Superintendent, because he didn’t want anything to do with maintaining the football field due to the time and cost it would require, resulting in Woodstock Thunder maintaining the field. Commission/Staff agreed that they need to be fair with all user groups regarding user fees and Woodstock Thunder also agreed, stating they are willing to pay user fees. Further discussion ensued about funding the three recommended projects Thunder proposed and if the City of Woodstock or Thunder will be responsible for paying for them. Chairman McCleary stated that Woodstock is unique as they aren’t a park district, which is a separate taxing body, but rather a department within the City of Woodstock and that is why they sometimes have an issue getting financial appropriations. Steve Stoltz asked if there were funds available for open use and C. Betz responded that the American Rescue Plan Act (ARPA) funding that was referenced at the previous City Council meeting is on hold and Staff is awaiting direction from City Council on how it will be allocated. Ms. Gannon said Woodstock Thunder is fine with funding, but they would certainly welcome the parks help.  Parks & Rec Commission 02/14/23 Page 4 of 4 D. Gulli suggested that Staff/Commission work with the City Attorney to create a standard user agreement for all user groups that includes liability coverage and B. Aymond stated the agreement should cover every aspect of what they are looking for; who's responsible for what, what's allowed/not allowed, cleaning, porta potties, etc. Staff/Commission also encouraged Thunder to provide a design concept of the press box they are willing to fund, to show their commitment including where they want the press box, what it would look like, materials, etc. Staff concluded that the Master Plan contract needs to be in place by August, 2023. Funds were just allocated this year so that is why they are waiting for approval. Once the City Council approves funding as part of the FY23/24 budget, Public Works via the Parks Division will seek a consultant that will also need to be approved by the City Council. Once approved, the consultant will begin the process of identifying what the Master Plan will look like, which typically takes three-to-six-months. This will include the vision of the Commission, based on feedback from the community, and also input from the consultant including what parks are doing in other parts of the country that Woodstock may want to implement. 2. Discuss Chapter 6 of the Park Master Plan Chairman McCleary recommended tabling Chapter 6 of the Park Master Plan until the next meeting so they have more time to review it. Motion by P. Riis, second by M. McMahon, to table Chapter 6 until the next meeting. Ayes: M. McMahon, P. Riis and Chairman M. McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and C. Neuhart. Motion carried. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Discuss Melissa Canto-O’Leary Splashpad Project b. Discuss Parks Policies and Procedures c. Discuss Chapter 6 of the Park Master Plan 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: Chairman McCleary complimented the City Staff for their involvement and thanked them for their hard work and coming to the meetings. Motion by P. Riis, second by M. McMahon to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, March 14, 2023 at 7:00 PM in the Council Chambers at City Hall. Ayes: M. McMahon, P. Riis and Chairman M. McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and C. Neuhart. Motion carried. Meeting adjourned at 8:46 PM. Respectfully submitted, Bernie Walker Deputy Clerk