Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION October 8, 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, Jason Cohen, Karen Gutierrez and Chairman Mike McCleary. STAFF PRESENT: Executive Director Danielle Gulli, Parks & Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks Supervisor John Mecklenburg and Clerk Nicole Lewakowski. OTHERS PRESENT: Woodstock High School Head Soccer Coach, Mr. Santiago Rubio. C. FLOOR DISCUSSION: 1. Public Comments: Mr. Santiago Rubio, Woodstock High School Head Soccer Coach, originally from Spain, residing at 14300 W. South St., requested the Commission to recognize and approve a new soccer club user group, 1974 Woodstock, allowing access to Woodstock’s facilities. Mr. Rubio identified that the newly organized group will play and recruit at the High School level. He stressed that facility and field rentals will be required to accommodate play in Woodstock. The club intends to be structured with two, 90-minute practices and one game per week. Currently, high school players are without competitive play in the off season. Adult soccer is not an appropriate substitute and comparable clubs are too far away. Mr. Rubio believes approximately 50 players from each high school: Marian Catholic High School, Woodstock High School and Woodstock North High School, are committed to joining the 1974 Woodstock club. Furthermore, he pointed out that travel soccer encourages continued development and skill, students’ academic success, promotes diversity, and a healthy, balanced lifestyle among other benefits. Mr. Rubio explained that fee schedules for participants are not finalized but affordability is a priority and anticipated to be less than Crystal Lake and neighboring clubs. Chairman McCleary and Mr. Rubio clarified program philosophy including that 1974 Woodstock will be a travel team, with tryouts but no cuts. Lastly, Chairman McCleary advised Mr. Rubio to contact M. Pentecost at the Recreation Center for preapproval. If supported and subsequently approved by the Commission, Recreation Center staff will further discuss and confirm facility availability. Mr. Rubio discussed time constraints and requested assistance from staff in an effort to not delay tryouts and recruitment while working through the approval process. P. Riis and M. Pentecost discussed the  Parks & Rec Commission 10/08/2024 Page 2 of 4 possibility of renting fields as a non-user in the interim. Mr. Rubio and M. Pentecost exchanged contact information and intend to connect before the next Commission meeting. 2. Commission Comments: P. Riis inquired about Recreational winter activity planning. M. Pentecost explained programing for the 2024/2025 winter season is not robust, but additions were made to programing and published in the City Scene. Chairman McCleary expressed concerns about the Thunder Football organization’s problematic behavior citing lower lot closures and excessive disregard for “No Parking on Grass” at Emricson Park. Thunder Football does not have authority to establish parking lot closures and he encouraged staff to remind the user group of expectations. D. ACCEPTANCE OF MINUTES: Motion by S. Jackson, second by J. Cohen, to accept the minutes of the September 10, 2024 meeting of the Parks and Recreation Commission. Ayes: P. Riis, S. Jackson, J. Cohen, K. Gutierrez and Chairman 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 September 2024 M. Pentecost explained an item that didn’t make the agenda; staff is working to develop turnkey procedures with regard to a User Group policy and determining rentals versus user groups. P. Riis cautioned that precedence exists, but he is also supportive of procedural changes that encourage collaboration. J. Cohen added his support for policy development alluding to how a comprehensive policy would’ve aided in Mr. Rubio’s situation for bringing a beneficial travel soccer league to Woodstock. 2. Parks Division Report for September 2024 Chairman McCleary clarified with staff that all six fields at Davis Road Park will be restored following current improvements. B. Aymond confirmed and added that in future years, only three fields will be utilized for play per year to maintain superior playability. J Mecklenburg added that staff continue to plug, seed, and water the recently improved fields with good success. Chairman McCleary inquired as to if the adult soccer league is cooperative and adhering to implemented policy changes to maintain field playability to which J. Mecklenburg confirmed for the most part, yes. F. OLD BUSINESS: 1. Parks Master Plan Update; Recommendation for Adoption Pickleball numbers confirmed D. Gulli and Chairman McCleary discussed future concepts for Park in the Square as it relates to inclusion, or lack thereof, in the Parks Master Plan. Staff reiterated that Park in the Square requires specialized and isolated consideration. Information about Park in the Square concepts as discussed  Parks & Rec Commission 10/08/2024 Page 3 of 4 as part of planning for the Master Plan are included for historical reference and can be found in the plan’s appendix. Highlights from the discussion also included: D. Gulli’s expectation that continued planning for Park in the Square could begin as soon as May 2025, or shortly thereafter, P. Riis’ concerns about timeliness, any substantial changes are unlikely before 2027-2028, and that a clear divide exists on what direction to go with regard to Park in the Square; restoration versus redesign concepts. Chairman McCleary mentioned festival venue concepts seem misguided to which D. Gulli expressed if that is the case, events will need to relocate in the future. M. Pentecost spoke of the Master Plan’s fluidity; more actionable plans require annual preparation but are not as fiscally responsible. This Master Plan is a 10+ year plan that provides guidance and flexibility to accommodate future deviations. P. Riis referred to funding concepts included in the plan, but concluded that realistically city staff will need to allocate funding to execute any proposed improvements. Motion by P. Riis, second by K. Gutierrez, to recommend the Parks Master Plan to City Council for approval of adoption. Ayes: P. Riis, S. Jackson, J. Cohen, K. Gutierrez and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. G. NEW BUSINESS: 1. Change Order for Nurture contract; approval of additional $20,000 for Topographic Survey ($12,500) and Structural Laser Scan ($7,500) M. Pentecost discussed a topographic survey and structural assessment was included in the Request for Qualifications scope; however, were omitted from the contract. In actuality, new topographical grades are necessary to proceed responsibly. No “as-builts” exist and the topographic surveys are needed to develop construction concepts. Said conceptual designs are anticipated in December. Construction bids will reasonably follow in late winter or early spring 2025 with substantial completion by spring 2026. P. Riis inquired as to when the Recreation Center expects to close to accommodate construction. M. Pentecost assured staff are exploring alternative space to lessen impacts of closure. No interruptions in service are expected until spring; therefore, a plan shall be finalized by May 2025. Motion by P. Riis, second by S. Jackson, to approve a change order for Nurture contract for an additional $20,000 for both a Topographic Survey ($12,500) and Structural Laser Scan ($7,500). Ayes: P. Riis, S. Jackson, J. Cohen, K. Gutierrez and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. 2. User Group discussion M. Pentecost discussed user group agreements, or lack thereof, referring to policy conversations from earlier in the evening. M. Pentecost’s position was that current policy is concerning and he wants to encourage definite parameters to establish efforts and expectations for prioritization and funding. M. Pentecost responded to concern from P. Riis stating he is hopeful to develop a policy template that includes user group’s philosophy, identifies the group’s resource needs, and clearly establishes the City’s expectations with contracts that properly demonstrate mutual agreement  Parks & Rec Commission 10/08/2024 Page 4 of 4 and include insurance requirements. Fee structure will be addressed as well. Understandably, the Commission voiced they anticipate some resistance to any new policy. M. Pentecost concluded by stating staff are collaborating to determine and redefine policy before presenting to Commission or asking for action to be taken by User Groups, with anticipation of a spring/February rollout. J. Cohen stressed the importance that User Groups be afforded time to prepare for implementation well in advance of increasing fees and requiring payment. 3. Splashpad Project Update No new developments. 4. Intergenerational Playground Update B. Aymond reiterated substantial completion is expected by October, adding work on adjacent parking lot(s) and pavilion will continue into the spring. A soft opening is forthcoming but a formal ribbon cutting anticipated around April. 5. Review of Annual Parks Tour M. Pentecost included an item on the agenda simply for an opportunity to discuss. Chairman McCleary summarized notably a need for wind screens on pickleball courts. P. Riis contributed that slots are preferable by players, as opposed to screens. P. Riis confirmed with staff that the Commission can expect Capital Improvement Project budget discussions in December. B. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Annual Review of Park Policies & Practices P. Riis asked staff to include this item on the agenda under New Business to encourage attendance of User Groups and stakeholders. 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. Chairman McCleary requested that 1974 Woodstock Soccer Club approval be added to New Business on the agenda for November. C. ADJOURN: Motion by J. Cohen, second by K. Gutierrez, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, November 12, 2024 at 7:00 p.m. in the Council Chambers at City Hall. Ayes: S. Jackson, P. Riis, J. Cohen, K. Gutierrez and Chairman McCleary. Nays: none. Abstentions: none. Absentees: none. Motion carried. Meeting adjourned at 8:03 p.m. Respectfully submitted, Nicole Lewakowski Clerk