Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION August 8, 2023 City Council Chambers A. CALL TO ORDER B. ROLL CALL: A roll call was taken and Chairman M. McCleary determined a quorum was present. COMMISSION MEMBERS PRESENT: Jason Cohen, Donna Fischer, Pete Riis and Chairman Mike McCleary. COMMISSION MEMBERS ABSENT: None. OTHERS PRESENT: RB Thompson. STAFF PRESENT: Executive Director Christina Betz, Executive Director Danielle Gulli, Recreation Director Dave Zinnen, Public Works Director Brent Aymond, Program Manager Alan Dunker, Grants Writer Barb Szul and Deputy Clerk Bernie Walker. C. FLOOR DISCUSSION: 1. Public Comments: None. 2. Commission Comments: Chair McCleary introduced Donna Fischer who is a new member on the Parks & Recreation Commission. Chair McCleary asked D. Fischer to share a little about herself and why she decided to serve on the Parks & Recreation Commission. D. Fischer shared she was born and raised in Woodstock, she grew up using the park system all her life, and now she wants to give back by serving on the Commission. Chair McCleary invited the other Commission Members to share with D. Fischer and the audience about themselves and why they are serving on the Commission. D. ACCEPTANCE OF MINUTES: Motion by P. Riis, second by J. Cohen, to accept the minutes of the June 14, 2023 meeting of the Parks and Recreation Commission. Ayes: J. Cohen, D. Fischer, P. Riis and Chairman M. McCleary. Nays: None. Abstentions: None. Absentees: None. 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 July 2023 D. Zinnen highlighted that they worked on the pool last week, which took five days, and now needs to cure for ten days before filling. The sauna and whirlpool will be worked on next and should be done by August 18th to coincide with the opening of the pool. D. Zinnen thanked Alan Dunker for all his help in spearheading the project.  Parks & Rec Commission 08/08/23 Page 2 of 5 P. Riis asked about the scheduling for pickleball and gym time with basketball and how that is going to work to which D. Zinnen expressed concerns as he knows everyone will want more time for their sport, especially with fall approaching and people going indoors. Chair McCleary commented that he hasn’t seen anybody on the new pickleball courts at Olson Park to which D. Zinnen replied they are playing at the Rec Center. D. Gulli added that the quality of the courts isn’t helping and there are plans to get them repaired. B. Aymond shared that they put together a bid for the resurfacing of tennis courts at Emricson Park and the pickleball/tennis courts at Olson Park, but they didn’t receive any bids. There weren’t any contractors that could meet the November completion deadline so they are going to extend bids for completion by June or July of 2024. J. Cohen asked if we could utilize the school courts since the equipment is moveable, even if it is only during the summer to which B. Aymond replied it would require a discussion with D200, so he offered to reach out to see if it is an option. Chair McCleary asked if the City of Woodstock is going to apply for the OSLAD Grant to which C. Betz replied they aren’t because of the number of projects they are currently working on, and due to the deadline being moved up a month. She added that they are planning to apply next year. Chair McCleary asked about the Adult Swim Event. D. Zinnen shared they had 550 people attend and it appears everyone had a lot of fun. 2. Parks Division Report for July 2023 B. Aymond shared the contractor should finish up Davis soccer fields by Friday and then they will have to wait for the grass to grow. They are also working on minor field repairs at Merryman and Bates Parks. P. Riis asked about Davis fields and reduced usage to which B. Aymond replied they will rotate three fields per season and limit the number of games played, which will all be covered in the new parks policy. F. OLD BUSINESS: 1. Discuss Parks Policies & Procedures Manual Chair McCleary asked for clarification if the Field and Facility Usage Fees are current or proposed fees, to which D. Zinnen answered they are proposed fees and will be in effect during the next fiscal year, beginning on 5/1/2024. Chair McCleary stated user groups were invited to participate in the discussion and welcomed anyone interested in addressing the Commission. Tim Schroeder, representing Woodstock Youth Thunder Football and Cheer, stated they are open to having a discussion of how things have been and proposed changes for the future, but he also wanted to make sure that the City is aware of everything their organization is doing to help maintain the fields that they occupy at Emricson Park. Mr. Schroeder shared they are paying for field striping fees; they are paying for additional porta potties and cleaning fees; they purchased lights which will eventually need to be replaced and is being budgeting for; they worked with Building & Zoning to get the field goal posts repaired and they replaced the scoreboard sign that blew over  Parks & Rec Commission 08/08/23 Page 3 of 5 more than a year ago. Mr. Schroeder stated that they are maintaining the field to a very high standard and making improvements to it. P. Riis asked Mr. Schroeder if he was aware of the Parks Master Plan and the importance of attending the meetings to which Mr. Schroeder responded they are aware. Mr. Schroeder stated they’ve been attending meetings since April and added that they plan to attend and participate in future meetings. C. Betz shared that the Parks Master Plan held a kick-off meeting and that they still have a few items to finalize before sending to Design Workshop for review. She also mentioned that there will be upcoming community workshops in September for the Parks Master Plan. Mr. Schroeder asked if there is a policy to restore fields back to original condition prior to events to which Staff replied there isn’t. Mr. Schroeder expressed concern because the Barndance took place the week before Thunder started practicing, and the field was in bad condition as a result of the event. It took them a few days to clean up screws, miscellaneous metal, zip ties and garbage that was left behind; adding that the metal and screws were a safety concern to anyone who was out on the field. B. Aymond appreciated Mr. Schroeder sharing and he will pass along to his staff as he wasn’t aware. Discussion ensued about Thunder’s fees, number of Woodstock residents versus non- residents (living outside city limits), total number of games played per day and per season, waiving of fees for certain improvements which must be taken within one year per code (not five years), the possibility of exceptions which would require Council approval, the City’s maintenance of the fields, capital improvements and upkeep maintenance, Thunder’s agreement, and setting up meetings with Woodstock Thunder to work towards a partnership to keep football in Woodstock. Concern was also expressed that the Thunder Organization acts like the field is their own, but they need to respect that it belongs to the City. Mr. Schroeder acknowledged that the field belongs to the City, but added that they are very passionate and feel accountable, so they take ownership and treat the field as if it’s their own. Amy Gannon, President of Woodstock Thunder shared that this is her second year as president and since she became president, they have been showing up to meetings. Ms. Gannon stated she is open to collaborating and building a partnership with the City, but emphasized that their program is about the kids. She shared that they are the feeder program to both high schools and that they are continuing to grow; 90 kids pre-COVID, 150 after COVID, and now they’re at 190 (9 teams). Discussion ensued about the history of Woodstock Thunder and how they are now the only Woodstock program that serves kindergarten through high school students. Ms. Gannon shared she would welcome discussions about user fees, benefits to other user groups that may apply to Thunder and City improvements that were made over the past ten years. B. Aymond asked Thunder to make sure that people don’t park on the basketball courts during games. Thunder wasn’t aware, but said they sent out notes to the parents (resident and non-resident teams) about not parking on the grass so nobody should be parking on the grass. They added that parking is limited, but hopefully that will be  Parks & Rec Commission 08/08/23 Page 4 of 5 addressed in the Parks Master Plan. B. Aymond stated that signs were put up and he believes the police have started ticketing. C. Betz reiterated that she’s heard nothing but good things about Thunder’s program and that it’s a phenomenal program that the City wants to support. Chair McCleary asked if they are looking for a recommendation to bring before the City Council to which D. Zinnen said yes, with a caveat to have an agreement with the Thunder Football program. D. Gulli opined that everyone should be charged user fees and that nobody should be exempt. In addition, D. Gulli clarified that the current City Code calls for an annual increase to fees based on CPI, so the fee schedule will need to be reviewed annually with a recommendation made to Council to approve any increase in fees. Chair McCleary recommended moving forward to the Woodstock City Council the proposed policy changes effective May 1, 2024 regarding the Field and Facility Usage Fees with the caveat that negotiations are still in progress between the City of Woodstock and Woodstock Thunder for their usage fees, and that it needs to be reviewed annually on or around May for the following year. Motion by D. Fischer, second by J. Cohen. Ayes: J. Cohen, D. Fischer, P. Riis and Chairman M. McCleary. Nays: None. Abstentions: None. Absentees: None. Motion carried. G. NEW BUSINESS: 1. Nature’s Way Intergenerational Inclusive Park Presentation: C. Betz presented updates on the construction progress made on the Nature’s Way Intergenerational Inclusive Playground. She shared that this project blossomed in late 2021/early 2022 and quickly grew into playground design concept so they had a short amount of time to prepare and submit for the OSLAD Grant in September 2022. Construction of the playground is expected to begin in the spring of 2024 and they expect it to take about six months to complete. C. Betz defined what makes a playground intergenerational and she discussed funding including grants, site choice, inclusive play area and layout, adult exercise area and equipment, benches, ADA compliant restroom and parking. Discussion ensued about the facility name, total cost, proposed equipment, old equipment, remote locks, and security. RB Thompson stated that the site is in conflict with the disc golf course, but C. Betz showed a picture of where the net is, stating it is close, but opined they aren’t in conflict. Chair McCleary asked if it would affect the sledding hill to which C. Betz confirmed it wouldn’t. C. Betz wrapped up by asking the Commission for their support and recommendation to bring before City Council for discussion and approval. Chair McCleary asked for a motion to recommend the proposal proceed to the Woodstock City Council. Motion by P. Riis, second by J. Cohen. Ayes: J. Cohen, D. Fischer, P. Riis and Chairman M. McCleary. Nays: None. Abstentions: None. Absentees: None. Motion carried.  Parks & Rec Commission 08/08/23 Page 5 of 5 2. Discuss Thunder Youth Football Offering Field Time for Non-Resident Games Staff and Thunder agreed that it is highly unlikely that the field would ever be used for non-resident games. Ms. Gannon stated the only time she could see that happening is if all nine teams made the playoffs, which is very unlikely. 3. Discuss Korfball: P. Riis shared the history of Korfball and explained how you play and he asked staff to consider if it is feasible to do. D. Zinnen said it may be a good thing for Tween Night. P. Riis commented it would be something new to offer the kids and it would be fun to do. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Discuss Melissa Canto-O’Leary Splashpad Project 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 P. Riis to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, September 12, 2023 at 7:00 PM in the Council Chambers at City Hall. Ayes: J. Cohen, D. Fischer, P. Riis and Chairman M. McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. Meeting adjourned at 8:35 PM. Respectfully submitted, Bernie Walker Deputy Clerk