Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION September 18, 2023 City Council Chambers A. CALL TO ORDER B. ROLL CALL: A roll call was taken and Vice-Chair J. Cohen determined a quorum was present. COMMISSION MEMBERS PRESENT: Jason Cohen, Donna Fischer and Shannon Jackson. COMMISSION MEMBERS ABSENT: Pete Riis and Chairman Mike McCleary. OTHERS PRESENT: None. STAFF PRESENT: Executive Director Christina Betz, Recreation Director Dave Zinnen, Public Works Director Brent Aymond, Interim Parks and Streets Superintendent John Mecklenburg, Administrative Analyst Nicole Lewakowski and Deputy Clerk Bernie Walker. C. FLOOR DISCUSSION: 1. Public Comments: None. 2. Commission Comments: Vice-Chair Cohen introduced new Commission member Shannon Jackson. S. Jackson shared that she has lived in Woodstock for ten years and uses the Rec Center with her son all the time. She plans on being here for a while and is looking forward to helping on the Parks & Recreation Commission. The Commission welcomed S. Jackson. D. ACCEPTANCE OF MINUTES: Motion by D. Fischer, second by S. Jackson, to accept the minutes of the August 8, 2023 meeting of the Parks and Recreation Commission. Ayes: D. Fischer, S. Jackson and Vice- Chair J. Cohen. Nays: None. Abstentions: None. Absentees: P. Riis and Chair M. McCleary. 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 August 2023 D. Zinnen introduced Nicole Lewakowski who will be the Clerk for the Parks and Recreation Commission beginning in October. D. Zinnen stated that they are still looking at options for the rec center; expanding, finding a building to convert or building a new rec center, but they need cost estimates to help figure out the best option. D. Zinnen shared that McHenry announced their $31 million-dollar plan to expand their rec center and he has their report, which will help with planning for Woodstock. He plans to share the report with the Commission.  Parks & Rec Commission 9/18/23 Page 2 of 3 2. Parks Division Report for August 2023 B. Aymond stated that the Parks and Streets Superintendent Chris Lynk, has moved on and he introduced John Mecklenburg, interim Parks and Streets Superintendent, to the Commission. He shared that J. Mecklenburg has 34 years of experience and welcomed J. Mecklenburg. B. Aymond reviewed the Parks Report highlighting that Will McKay thanked the Parks Department for preparing the fields for baseball tournaments. He also highlighted their efforts with The Land Conservancy to protect the oak trees in Emricson Park, sharing that they will stop mowing 4’ around the trees and that The Land Conservancy will assist staff with planting native grass and plantings to fill the area around the trees. B. Aymond also shared that Davis Road Soccer Fields settled more than anticipated so they plan to order additional soil for the fields. D. Fischer asked Staff if they received any bids for the pickleball courts and B. Aymond confirmed they did. C. Betz added that they are working on a couple budget items, but it should go before Council for approval on 10/3 or 10/17. Vice- Chair J. Cohen asked if the bid included Olson Park. B. Aymond confirmed it did and he provided an overview of the changes to Emricson and Olson Parks. D. Zinnen shared that Woodstock will be getting a new Santa’s Hut. B. Aymond stated it will be trailer mounted and that they are going to work on running electricity, which is needed to heat and light the hut. Vice-Chair Cohen asked if it would be ready by Thanksgiving to which B. Aymond confirmed it should. D. Fischer asked about Gavers Barndance and if they are planning to clean up and put things back together like they found it, and D. Zinnen stated it is being discussed and they plan to put something formal in the Policy. Discussion ensued about user groups being responsible for cleaning up after their events, including animal clean up, and making sure City property is returned in the same condition the user group received it. C. Betz brought up the previous meeting with Thunder Football, stating they will continue to work with them to ensure the continuation of their football program. In addition, they would like to have discussions with D200 to see if Emricson Park is the right site for Thunder’s Football Program and to make sure Thunder’s needs are met. F. OLD BUSINESS: 1. Nature’s Way Intergenerational Inclusive Park C. Betz, Executive Director of Operations, gave a quick recap from the August 8th Parks and Recreation Commission meeting and then presented two design plans from Wight & Company; Option A and Option B. The main differences between the plans are as follows: Option A has 140 parking spots and Option B has 112 spots; Option A has a walking path and Option B doesn’t; Option B is more elongated than Option A and the shelter is placed adjacent to the restrooms; and Option B has some play mounds (grassy areas), which Option A doesn’t. Estimated costs are comparable with Option A at $1.76 million and Option B at $1.75 million. C. Betz reviewed available funds and added they will likely do some fundraising for the estimated $340,000 deficit, which is subject to change. C. Betz also shared that the design plans include benches, trash  Parks & Rec Commission 9/18/23 Page 3 of 3 receptacles, drinking fountains, ornamental fencing and a shelter building which were not included in the grant application or initial cost estimates. She reviewed the additional costs of adding them and said they are looking for ways to get additional funding for them. C. Betz opined both plans are viable and that the Commission needs to decide on what looks the best and what will work the best for the residents. Vice-Chair J. Cohen asked if there will be lighting and C. Betz is going to look into this. He also asked if Option B will take a little of the sledding hill to which B. Aymond confirmed it does and C. Betz added the fitness area will also slightly encroach on the sledding hill, which Option A doesn’t. Discussion ensued about parking, the location of the shelter, and the play mounds, but parking is the Commission’s biggest concern. The Commission likes Option A due to the extra parking, as long as the shelter can be moved next to the restrooms; however, if additional parking can be added to Option B, that is the Commission’s preference. C. Betz will follow up with Wight & Company to see what they can accommodate. Vice-Chair Cohen asked for a motion to move Option B forward to Council as long as they can add additional parking and if not, they will move Option A forward with the shelter moved next to the restrooms. Motion by S. Jackson, second by D. Fischer. Ayes: D. Fischer, S. Jackson and Vice- Chair J. Cohen. Nays: None. Abstentions: None. Absentees: P. Riis and Chair M. McCleary. Motion carried. G. NEW BUSINESS: 1. None. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Discuss Melissa Canto-O’Leary Splashpad Project b. Crush Softball Organization 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 D. Fischer, second by S. Jackson to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, October 10, 2023 at 7:00 PM in the Council Chambers at City Hall. Ayes: D. Fischer, S. Jackson and Vice-Chair J. Cohen. Nays: None. Abstentions: None. Absentees: P. Riis and Chairman M. McCleary. Motion carried. Meeting adjourned at 7:49 PM. Respectfully submitted, Bernie Walker Deputy Clerk