Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION March 12, 2024 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: Jason Cohen, Pete Riis, Donna Fischer, Shannon Jackson and Chairman Mike McCleary. COMMISSION MEMBERS ABSENT: None. OTHERS PRESENT: Mr. Froylin, Heather Lane, Sunny Puri (virtually), Phil Hemphen, Wendy Rhodes, and Tim Schroeder. STAFF PRESENT: Executive Director Danielle Gulli, Recreation Director Dave Zinnen, Public Works Director Brent Aymond, Recreation Program Manager Alan Dunker, Parks and Streets Supervisor John Mecklenburg, and Clerk Nicole Lewakowski. C. FLOOR DISCUSSION: 1. Public Comments: Mr. Froylin, Woodstock’s Adult Soccer league organizer, addressed the Commission regarding conditions and limitations of the six soccer fields at Davis Road Park. Only three of the six fields are currently available for seasonal usage following last year’s renovations. Chairman McCleary confirmed usage will be limited to the three improved fields and prohibited use of the other three fields. He also stressed that playability must be limited, as over playing on the fields would negate the improvements. Mr. Froylin is concerned that the number of teams exceeds the availability of fields, especially without lights, although the organization is appreciative of the City’s efforts and offered to assist with future maintenance. Ms. Heather Lane, a representative of Woodstock Girls Softball, explained that the organization treats five acres at Bates Park for mosquitos and inquired if the City’s mosquito abatement program sprays. B. Aymond responded and explained that the City treats larvicide, but does not spray for adult mosquito populations. 2. Commission Comments: None. D. ACCEPTANCE OF MINUTES: Motion by D. Fischer, second by J. Cohen, to accept the minutes of the February 13, 2024 meeting of the Parks and Recreation Commission. Ayes: J. Cohen, D. Fischer, P. Riis, S. Jackson and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried.  Parks & Rec Commission 03/12/2024 Page 2 of 5 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 February 2024 D. Zinnen announced the PARC grant approval and plans to start bidding associated projects. He anticipates the process to completion will be challenging and lengthy. D. Zinnen described enhancements anticipated to include pool renovations, new building façade parking lot improvements, locker room renovations, gymnasium roof replacement, multipurpose room wall replacement, pool mechanical room enhancements, door replacements, and remediation as it relates to humidity damage. Capital Improvement Program (CIP) funds will be allocated to accommodate additional Recreation Center Parking. Renovations and improvements total approximately $3.6 million dollars. Chairman McCleary inquired about how the grant funding and improvements will influence future relocation plans for the Recreation Center. D. Gulli and D. Zinnen expressed provisions of PARC funding acceptance mandate the Recreation Center continue operations for 20 years in its current location following rehabilitation. Lastly, D. Zinnen indicated the possibility of reaching 1,500 members this year at the Recreation Center, compared to approximately 1,000 members at its pre-COVID-19 high, evidencing the demands for service and necessity of improvements. 2. Parks Division Report for February 2024 B. Aymond recognized the promotion of J. Mecklenburg to Parks and Streets Supervisor and welcomed him formally before the Commission. J. Mecklenburg provided Parks updates referencing projects including Park Shop renovations, drainage swale dredging at Emricson Park near the lower pond, Sunnyside Park improvements, and electrical improvements at Emricson Park. Chairman McCleary inquired as to the completion date at Olson Park tennis/pickleball courts. B. Aymond stated it should be completed sometime in June. Chairman McCleary also acknowledged J. Mecklenburg’s promotion and on behalf of the Commission congratulated and welcomed J. Mecklenburg. F. OLD BUSINESS: None. G. NEW BUSINESS: 1. Discuss Parks Capital Improvement Program (CIP) P. Riis inquired about the status of COVID-19 Rescue Funds for Parks. D. Gulli said two of the three million dollars of funding is allocated for parks. Chairman McCleary asked for elaboration on the paved path improvements at Merryman and Emricson Parks and if the paths should be entirely replaced. B. Aymond responded that crack sealing, skip patching, and seal coating would be utilized to rehabilitate the paths versus replacement, in an effort to see funding stretched as far as possible. P. Riis asked if the lighting and fence improvements identified in the CIP budget were for replacement lighting or new, additional lighting. B. Aymond explained the budget, $130,000, will cover fixing what exists today; not additional new lighting.  Parks & Rec Commission 03/12/2024 Page 3 of 5 Chairman McCleary asked about which concept plan for the Nature’s Way Intergenerational Playground was selected. D. Gulli expressed the inset parking plan was selected. Chairman McCleary inquired as to if or when the two ponds in Emricson Park are going to be dredged. D. Gulli responded and stated that dredging was moved from the unfunded to funded column, but that there is no set timeline. P. Riis offered that dredging the ponds would additionally support the possibility of ice skating at Emricson Park. D. Gulli added she is eager to see if the 2024 Parks Master Plan lends support to water-related activities and amenities. In response to continued discussion related to grant money and related expenditures, P. Riis cautioned that grant funding may be misleading and tends to run out. D. Gulli and B. Aymond expressed they are hopeful that supportive grant opportunities and subsequent allocations of funding will continue, and while being awarded grant funds encourages spending money to receive money, it still helps greatly. P. Riis briefed attendees on the Parks Master Plan and mentioned a survey is available for public input. D. Gulli discussed D. Zinnen’s retirement and the subsequent job posting for a Parks and Recreation Director. She advised that 47 applications were reviewed and she invited Commission Chairman McCleary to participate in the seven scheduled candidate interviews. Chairman McCleary inquired about changes with regard to Public Works and merging Parks with Recreation. D. Gulli does not anticipate any change in Parks reporting structure until FY25/26 and that Executive Directors are looking at other organizations leading by example for the proposed reorganization. D. Gulli also briefed the Commission on the addition of staff for Recreation and the Aquatic Center as is outlined in the proposed FY24/25 budget, stressing how both entities continue to show growth that justifies the need and expenditure. 2. Discuss Request by Midwest Cricket Conference to Become an Approved User Group. Sunny Puri of Midwest Cricket addressed the Commission explaining that the sport of cricket is growing aggressively and the organization is actively seeking opportunities for play in this area. Midwest Cricket currently partners with fourteen nearby communities including Hanover Park, City of Chicago, Vernon Hills, Skokie, South Barrington and more. They are looking to invest in Woodstock, specifically at Davis Road Park. A. Dunker elaborated on the specifics of the requests and logistics for play including a concrete pitch requested between fields 1 & 2 and fields 3 & 4. B. Aymond expressed conflicts with the Environmental Protection Agency which specifically prohibits permanent structures being installed on the former landfill site. Midwest Cricket is also exploring developments in Dekalb and Elgin, but noted Woodstock has been the most responsive thus far. Tim Schroeder, of 1937 Sebastian Dr., representing Woodstock Thunder Football, expressed concerns relating to Midwest Cricket trying to utilize Emricson football field. Team schedules will conflict and he wanted to voice the opinion that locals should not be impacted if Woodstock/Emricson is selected. Mr. Puri confirmed they intend to build a partnership without impacting current groups or schedules and that their plan and proposal are flexible. Chairman McCleary asked to revisit the topic in April and asked Mr. Puri to work with A. Dunker to provide further details, size of fields, and expectations. Conversations between the Commission, Recreation Team and Midwest Cricket will continue to determine if Woodstock is a good fit.  Parks & Rec Commission 03/12/2024 Page 4 of 5 3. Discuss Request by CTW (Tidal Waves Girls Fastpitch) to Become an Approved User Group for Practice Field Usage (Previously Approved for Tournaments) Tidal Wave Fast Pitch representative Phil Hempen affirmed the Tidal Waves Girls Fastpitch (CTW) organization is requesting approval for field time and usage in Woodstock, acknowledging the desire for a mutually beneficial partnership and collaboration with Woodstock Girls Softball, the predominant current user group. It was noted that the CTW organization is based in Crystal Lake and also has an affiliation with Rawlings, a former user group in Woodstock. Wendy Rhodes, Woodstock Girls Softball, explained that their organization has 131 participants and 14 teams of which all are from Woodstock. She communicated concerns citing limited resources, tight schedules, and demand for lighted fields exceeds availability, even without the addition of CTW. Furthermore, Ms. Rhodes expressed concerns referencing the previously strained relationship with Rawlings in the past. Ultimately, Woodstock Girls Softball would like to see that if new athletic groups are approved, from outside the City, that they are required to invest in the addition of their own fields. Andrea Douglas, Woodstock Little League board member, addressed the Commission and explained their organization has 400 Woodstock participants and they are also competing for time under lighted fields. A. Dunker confirmed that in the fall, everyone is fighting for time and stated “resources are tapped”. Resident/Home teams are already playing on fields that are not of appropriate size to be under lights and accommodate current approved groups. A. Dunker confirmed fields are scheduled to the maximum and acknowledged Woodstock Girls Softball’s cooperation with other organizations, but nonetheless all fields, specifically with lights, are not available beyond existing group usage. Chairman McCleary expressed that fields appear to be inadequate for current practices, but hosting tournaments for CTW may be a possibility. Ms. Rhodes and Ms. Douglas further expressed concerns about tournaments trumping practices despite promises to not interfere. P. Riis feels responsible to provide resources for residents first and foremost. D. Fischer agreed, as well as S. Jackson and J. Cohen, too. CTW’s six percent Woodstock participant rate is not enough to be considered resident. Motion by P. Riis, second by S. Jackson, to carry the 2023 agreement currently in place and deny the practice field usage request by Mr. Hempen. Ayes: J. Cohen, D. Fischer, P. Riis, S. Jackson and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Discuss Melissa O’Leary Splashpad Project b. Discuss Review of Park Policies & Practices 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.  Parks & Rec Commission 03/12/2024 Page 5 of 5 I. ADJOURN: Motion by J. Cohen, second by S. Jackson, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, April 9, 2024 at 7:00 PM in the Council Chambers at City Hall. Ayes: J. Cohen, D. Fischer, S. Jackson, P. Riis and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. Meeting adjourned at 8:13 PM. Respectfully submitted, Nicole Lewakowski Clerk