Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION July 9, 2024 City Council Chambers A. CALL TO ORDER B. ROLL CALL: A roll call was taken and Vice-Chair Riis determined a quorum was present. COMMISSION MEMBERS PRESENT: Vice-Chair Pete Riis, Shannon Jackson, and Karen Gutierrez. COMMISSION MEMBERS ABSENT: Chairman Mike McCleary and Jason Cohen. OTHERS PRESENT: STAFF PRESENT: Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks Supervisor John Mecklenburg, and Clerk Nicole Lewakowski. C. FLOOR DISCUSSION: 1. Public Comments: None 2. Commission Comments: None D. ACCEPTANCE OF MINUTES: Motion by S. Jackson, second by K. Gutierrez, to accept the minutes of the April 9, 2024 meeting of the Parks and Recreation Commission. Ayes: Vice-Chair Riis, S. Jackson, and K. Gutierrez. Nays: none. Abstentions: none. Absentees: J. Cohen and Chairman 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 May & June 2024 M. Pentecost spoke briefly about summer programming and the corresponding revenue which are meeting expectations. He further explained that tween night at the aquatic center had presented some challenges, but staff is working with the Woodstock Police Department to correct the inappropriate behaviors in an effort to maintain the high attendance. M. Pentecost explained that Recreation staff is currently focusing on the City Scene publication and exploring elaborating programming in the spring. Vice-Chair Riis inquired about the tennis/pickleball court completion date that was delayed to mid- July. B. Aymond explained surfaces are prepped, fencing and lights are installed but the contractor still has to complete striping. M. Pentecost expressed that he intends to publicize the re-opening of  Parks & Rec Commission 07/09/2024 Page 2 of 3 said courts when the time comes to increase awareness. He was uncertain if announcements would include a ribbon cutting and/or a dedication at this time. Vice-Chair Riis, J. Mecklenburg and B. Aymond briefly discussed the condition of immature trees at McConnell Road Park following this season’s cicada emergence. B. Aymond advised staff will assess the health of the trees as well as discuss the findings with City’s Arborist and The Land Conservancy. 2. Parks Division Report for May & June 2024 J. Mecklenburg discussed recent improvements including various playground upgrades, the Park Shop nearing completion, and the soccer fields at Davis Road Park being slit seeded. Vice-Chair Riis and B. Aymond further discussed plans to bid out the remaining three fields at Davis Road Park for restoration in late summer. Vice-Chair Riis again inquired about impact fees associated with the Riverwoods development. Staff have no new information to report. At this point all discussions are speculation. Vice-Chair Riis reiterated the request to have any developmental plans, impacting connectivity, space-making, or impact fees, come before the Commission for feedback before seeking Council approval. F. OLD BUSINESS: 1. Discuss Request by Midwest Cricket Conference to Become an Approved User Group – Pending response from MCC to move forward M. Pentecost reported that Midwest Cricket is no longer pursuing a partnership with the City of Woodstock. G. NEW BUSINESS: 1. Splash Bash and Splashpad Project Update M. Pentecost discussed the fundraising efforts at this year’s Splash Bash event netted $80,000 in donations and revenue. However, he mentioned that a change in scope that includes using recirculated water for the Splashpad design increased costs and basically negated funding progress this year. M. Pentecost further discussed collaborations with the City’s Grant Writer who intends to pursue an Open Space Lands Acquisition and Development (OSLAD) grant to provide funding assistance for the Splashpad. 2. Review Draft of Parks Master Plan M. Pentecost provided the Parks Master Plan 75% complete draft plan for the Commissioners review. He explained a recent delay will provide the Commission with more time to review and discuss in the future. Also, that future Commission agendas will include the opportunity to discuss the Master Plan before it goes before City Council for adoption. Vice-Chair Riis is hopeful that stakeholders, including Parks user groups, will also provide feedback. It is anticipated that the draft plan will also be presented at the August 20th Council meeting.  Parks & Rec Commission 07/09/2024 Page 3 of 3 3. Recommendation to Council to Award Contract: Architectural Professional Services for PARC Grant Recreation Center Renovation Project/Master Planning Services M. Pentecost and Commission members discussed the Request for Qualifications results and new developments with the selected consultant, Nurture for Recreation Center improvements associated with the previously awarded Park and Recreational Facility Construction Act (PARC) grant. He summarized by stating the project will be awarded in two contracts: planning and execution. Lastly, he expressed that this phased approach will not increase the costs nor delay progress. Motion by K. Gutierrez, second by S. Jackson, to approve the recommendation to award a contract to Nurture for Architectural Professional Services for PARC Grant Recreation Center Renovation Project/Master Planning Services to City Council. Ayes: Vice-Chair Riis, S. Jackson, and K. Gutierrez. Nays: none. Abstentions: none. Absentees: J. Cohen and Chairman McCleary. Motion carried. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Annual 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. I. ADJOURN: Motion by S. Jackson, second by K. Gutierrez, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, August 13, 2024 at 7:00 PM in the Council Chambers at City Hall. Ayes: Vice-Chair Riis, S. Jackson, and K. Gutierrez. Nays: none. Abstentions: none. Absentees: J. Cohen and Chairman Mike McCleary. Motion carried. Meeting adjourned at 7:31 PM. Respectfully submitted, Nicole Lewakowski Clerk