Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION August 13, 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: Pete Riis, Shannon Jackson, and Chairman Mike McCleary. COMMISSION MEMBERS ABSENT: Jason Cohen and Karen Gutierrez. OTHERS PRESENT: STAFF PRESENT: Parks & Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks & Streets Supervisor John Mecklenburg and Clerk Nicole Lewakowski. C. FLOOR DISCUSSION: 1. Public Comments: None. 2. Commission Comments: None. D. ACCEPTANCE OF MINUTES: Motion by P. Riis, second by S. Jackson, to accept the minutes of the July 9, 2024 meeting of the Parks and Recreation Commission. Ayes: P. Riis, S. Jackson, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and K. Gutierrez. 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 2024 M. Pentecost recapped updates provided to the Commission including aquatic center season totals. He mentioned that attendance numbers were strong in passholder sales and daily admissions despite a record breaking wet, cool summer resulting in closures and cancelled events. M. Pentecost plans to present yearly sums and recommendations for the 2025 season in depth in October. Chairman McCleary proposed a “weekends-only” model for extending the aquatic center season. M. Pentecost cited staffing impracticalities and low attendance as factors that drive the decision to close when school resumes in Woodstock.  Parks & Rec Commission 08/13/2024 Page 2 of 4 M. Pentecost also mentioned Emricson Park pickleball courts are open and active. P. Riis and M. Pentecost discussed the possibility of related programming, including the possibility of pickleball leagues. M. Pentecost discussed that the Recreation team plans to institute new strategies with regard to staffing, roles, and programming. P. Riis inquired as to when this reorganization might be implemented. M. Pentecost is hopeful that the organizational model will be available by the end of year, but recruitment and hiring may require more time. Lastly, M. Pentecost noted that the contract with Nurture is close to being finalized. 2. Parks Division Report for July 2024 J. Mecklenburg reviewed division updates including field improvements at Merryman #7, new playground mulch at the Sonata’s neighborhood playground, and that Olson pickleball courts are expected to be open Thursday, August 15, 2024. Staff and the Commission further discussed pickleball playability conflicts and design concepts to provide the best experience. A QR-based feedback campaign is in development to solicit and compile user feedback. Chairman McCleary and J. Mecklenburg discussed how the new court lights at Emricson Park will operate on a timer. Chairman McCleary inquired about the new Parks shop at Emricson Park and J. Mecklenburg expressed minor punch-list items remain, but by in large, the new structure is great. Chairman McCleary also inquired about Barndance event impacts on Emricson Park, which were reported as restored, about soccer fields needing to remain locked, and that Thunder Football participants continue to park on the grass. Staff discussed efforts related to park users parking on the grass including exhaustive communications with the Thunder organization, increased signage, and Woodstock Police Department enforcement actions to deter the undesirable behavior. F. OLD BUSINESS: 1. Parks Master Plan Update M. Pentecost explained that a leadership briefing will take place at the next Council meeting on August 20, 2024. Furthermore, minimal updates or changes are expected, but as soon as available, they will be presented to the Commission. G. NEW BUSINESS: 1. Splash Pad Project Update M. Pentecost reiterated that a recirculation system is desirable and the change has shifted the focus for the City’s design build firm, Wight & Co. M. Pentecost explained fundraising efforts have been lukewarm. Therefore, the decision to pursue an Open Space Lands Acquisition and Development (OSLAD) grant is crucial to attaining the new Splash Pad. Wight & Co. is retained to complete the application process. If awarded, the OSLAD grant requires a 50/50 match from the City and will result in approximately $1.2 million to fund the project. The proposed location, outside of the facility’s fence at Woodstock Water Works, where the sand playground currently sits, is highly committed to as the primary site. The advantage of this location is that current  Parks & Rec Commission 08/13/2024 Page 3 of 4 infrastructure lends itself to the project. Coupled with a free service that extends water play into the fall, outweighs the risk of competing with ourselves for services. Wight & Co. has provided renderings; however, selection is not finalized. Wight & Co. will have to finalize amenity selection very soon as it is a requirement for the OSLAD grant resolution due September 13, 2024. Chairman McCleary followed up with his concern that the Commission will not be afforded an opportunity to review. M. Pentecost explained he will disseminate information to the Commission as it is available, although discussion cannot be had in order to meet the grant deadline. 2. Intergenerational Playground Update B. Aymond stated that an October 31st completion is expected for the Intergenerational Playground at Emricson Park including the playground, bathrooms, pavilion and fitness court. The adjacent parking lot has an anticipated completion date in mid-November. M. Pentecost has met with the contractor and is providing oversight for the project. M. Pentecost also voiced ideas for bridging the new fitness court and fitness offerings through the Recreation Department. M. Pentecost and B. Aymond confirmed a ribbon cutting is forthcoming. 3. Discussion and Planning of Annual Parks Tour Chairman McCleary discussed planning an annual parks tour, which takes place prior to a Commission meeting, and solicited feedback on what might be desirable to see. Olson Park, Emricson Park, Sunnyside Playground, and Woodstock Water Works were added to the tour highlights. Furthermore, September 10th at 5:00 PM was selected for the tour and the Commission welcomed other City staff to attend. 4. Recommendation to Council to Approve Resolution: OSLAD Grant Program Resolution of Authorization – Water Works Splash Pad Development M. Pentecost formally requested the Commission’s support for moving forward with the OSLAD grant submission and the previously discussed plans for the Splash Pad project. Without objection or questions, Chairman McCleary called for a motion to accept and recommend the Resolution: OSLAD Grant Program Resolution of Authorization – Water Works Splash Pad Development to City Council. Motion by S. Jackson, second by P. Riis, to recommend to Council for approval. Ayes: P. Riis, S. Jackson, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and K. Gutierrez. Motion carried. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Annual Review of Park Policies & Practices M. Pentecost provided updates, noting that Executive Director of Business Development, Danielle Gulli is still working towards completion, noting delays due to a staffing vacancy. As soon as available, the Commission will be provided with the updated policy for review.  Parks & Rec Commission 08/13/2024 Page 4 of 4 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. M. Pentecost resolved to add a discussion regarding winter activities to a future agenda at the request of P. Riis. I. ADJOURN: Motion by P. Riis, second by S. Jackson, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, September 10, 2024 at 5:00 PM in the Council Chambers at City Hall. Ayes: S. Jackson, P. Riis and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and K. Gutierrez. Motion carried. Meeting adjourned at 7:39 PM. Respectfully submitted, Nicole Lewakowski Clerk