Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION November 12, 2024 City Council Chambers A. CALL TO ORDER: A regular meeting of the Parks and Recreation Commission of the City of Woodstock was called to order by Vice-Chair P. Riis at 7:02 PM on Tuesday, November 12, 2024 in the Council Chambers at Woodstock City Hall. B. ROLL CALL: A roll call was taken and Vice-Chair Pete Riis determined a quorum was present. COMMISSION MEMBERS PRESENT: Vice-Chair Pete Riis, Shannon Jackson, Jason Cohen, and Karen Gutierrez. COMMISSION MEMBERS ABSENT: Chairman Mike McCleary. STAFF PRESENT: Executive Director Christina Betz, Business Development Manager Laura Cullotta, Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks and Streets Supervisor John Mecklenburg and Clerk Nicole Lewakowski. OTHERS PRESENT: Mr. Santiago Rubio, Mr. Brian Powers, and Ms. Patty Kozlow. C. FLOOR DISCUSSION: 1. Public Comments: Mr. Brian Powers of Woodstock Little League requested of the Commission approval to install a batting cage at Merryman Fields. The batting cage is 70’ X 15’ in size, will be located between Fields 2 and 3 and will be open to public. The anticipated cost for the batting cage is $5,000 which has been raised by Woodstock Little League. Vice-Chair P. Riis asked J. Mecklenburg if Woodstock Little League has the appropriate insurance requirements in place. J. Mecklenburg explained that thus far the City has only reviewed the proposal and will proceed with their request if supported by the Commission. Notably, Woodstock Little League is not looking for any fee waivers or discounts in the future as part of this contribution. J. Cohen inquired if this batting cage will look like the one adjacent to Dream Field in Emricson Park. Mr. Powers indicated yes, it will look very similar, but added this one is more durable. J. Cohen wished to confirm who will be responsible for maintenance to which Mr. Powers indicated Woodstock Little League agrees to all maintenance, winterization and storage. Vice- Chair P. Riis inquired of city staff if standards exist for this type of improvement to which the response was no. This discussion will be revisited after staff further reviews logistics. 2. Commission Comments: None.  Parks & Rec Commission 11/12/2024 Page 2 of 4 D. ACCEPTANCE OF MINUTES: Motion by J. Cohen, second by K. Gutierrez, to accept the minutes of the October 8, 2024 meeting of the Parks and Recreation Commission. Ayes: Vice-Chair P. Riis, S. Jackson, J. Cohen and K. Gutierrez. Nays: none. Abstentions: none. Absentees: Chairman 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 October 2024 M. Pentecost accepted questions regarding provided updates. Vice-Chair P. Riis inquired as to what winter activities will be added. M. Pentecost responded that staff added a winter trip to Wilmot Mountain Ski Resort and a winter walk, similar to the one hosted in October with a candle- lit path. He further explained that more robust programing is desired in future years, but will require balanced opportunities that are not exclusively weather dependent. Lastly, future partnerships to achieve that balance were discussed. 2. Parks Division Report for October 2024 J. Mecklenburg provided the opportunity for questions related to Parks’ provided updates. He went on to elaborate on the South Street playground at Emricson, stating that playground will be removed due to deterioration. Vice-Chair P. Riis asked about what restoration will be needed following the Cyclocross event at Emricson Park. J. Mecklenburg expressed he was not concerned about lasting damage. He is confident that restoration will be minimal and manageable, if needed, in the spring. F. OLD BUSINESS: 1. User Group Discussion M. Pentecost spoke of a draft policy including a tiered concept and intentions to further clarify relationships: Intergovernmental Agreement, Strategic partner, affiliate or renter. M. Pentecost anticipates presenting the updated policy to the Commission for review soon. M. Pentecost aims to not create hardships for users and is anticipating January 2026 for any increased fee implementation. Vice-Chair P. Riis inquired about the proposed tiered concept. M. Pentecost explained different user groups will qualify for varied fee reductions, waivers or discounts, dependent on the partnership and organizational status. For example, strategic partners versus a not for profit group. Vice-Chair P. Riis asked about capital improvement project (CIP) contributions and how that might affect fee collection. M. Pentecost stated staff needs to prioritize and apply strategic planning to ensure CIP items serve all constituents as a public amenity prior to approving. Specifics to be outlined in forthcoming policy updates. The Commission reviewed travel soccer club FC 1974’s request to be an approved user group. J. Cohen clarified the club intends to offer high school level instruction. Ms. Patty Kozlow confirmed the club intends to elevate opportunities at the high school level. Adding, District 200  Parks & Rec Commission 11/12/2024 Page 3 of 4 Athletic Director, Al Baker has been involved in conversations and collaboration. J. Cohen proposed using Davis Road Park to accommodate FC 1974 field needs. M. Pentecost confirmed all soccer fields will be considered an option for the approved user group based on availability. Motion by J. Cohen, second by S. Jackson, to approve FC 1974 as an approved user group. Ayes: Vice-Chair P. Riis, S. Jackson, J. Cohen and K. Gutierrez. Nays: none. Abstentions: none. Absentees: Chairman M. McCleary. Motion carried. 2. Splashpad Project Update Brief updates included staff is still awaiting an Open Space Land Acquisition and Development (OSLAD) grant decision and acknowledgement of a gracious donation made by The Community Foundation of McHenry County in the amount of $7,000. 3. Intergenerational Playground Update J. Cohen asked if the Intergenerational Inclusive Playground has opened. B. Aymond elaborated on project schedules including the parking lot addition, bathrooms, and silt fencing. The playground portion will be opened and finished soon, but some related amenities may remain unfinished until spring. G. NEW BUSINESS: 1. 2024 Annual Woodstock Water Works Report The Commission discussed the provided report and how nearby comparisons included varying facility sizes and amenities, but are still comparable as the choice remains on which to visit. M. Pentecost mentioned low pass fees and how increasing fees would help fund necessary improvements. M. Pentecost suggested a season pass increase of 15% in 2025. Additionally, fee structures are being examined comprehensively across all Recreation budgets. Vice-Chair P. Riis inquired about possible summer programing to recoup costs at Woodstock Water Works. M. Pentecost advised Aquatics Coordinator, Leslie Behrns, has plans to increase swim lessons and possibly programing. 2. Recreation Center PARC Grant Update M. Pentecost provided Nurture concept designs including phased work with footprint expansion drawings illustrating possible parking and gymnasium additions. Construction phase one is to be paid via grant funding. Phase two will include either a pool or gymnasium addition. Staff are hopeful that December will produce construction quotes to finalize planning. M. Pentecost explained facility space phasing to accommodate construction is not possible. Meaning the current Recreation Center will require closure for construction. Alternate space conversations are ongoing and may require affirmations and/or emergency response(s) from the Commission. 3. 2025 Park & Recreation Meeting Schedule M. Pentecost provided the opportunity for Commission members to propose changes or adopt the 2025 schedule.  Parks & Rec Commission 11/12/2024 Page 4 of 4 Motion by S. Jackson, second J. Cohen, to accept the 2025 Parks and Recreation Commission schedule as presented. Ayes: Vice-Chair P. Riis, S. Jackson, J. Cohen and K. Gutierrez. Nays: none. Abstentions: none. Absentees: Chairman M. McCleary. Motion carried. B. 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. 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, December 10, 2024 at 7:00 PM in the Council Chambers at City Hall. Ayes: Vice-Chair P. Riis, S. Jackson, J. Cohen and K. Gutierrez. Nays: none. Abstentions: none. Absentees: Chairman M. McCleary. Motion carried. Meeting adjourned at 7:49 p.m. Respectfully submitted, Nicole Lewakowski Clerk 7Jvniwni � :..J ILLINOIS MEMO November 12, 2024 Recommendation: Approval of 2025 Parks and Recreation Commission Meeting Schedule as presented. Following is a schedule for the monthly Parks & Recreation Commission meetings following the same format, 7pm on the second Tuesday of the month, City Hall as is being applied currently. There have been no requests for any changes, therefor the recommendation has stayed the same. This could be altered if the Commission decides to do so. Tuesday January 14, 2025 at 7pm Tuesday February 11, 2025 at 7pm Tuesday March 11, 2025 at 7pm Tuesday April 8, 2025 at 7pm Tuesday May 13, 2025 at 7pm Tuesday June 10, 2025 at 7pm Tuesday July 8, 2025 at 7pm Tuesday August 12, 2025 at 7pm Tuesday September 9, 2025 at 7pm Tuesday October 14, 2025 at 7pm Tuesday November 11, 2025 at 7pm Tuesday December 9, 2025 at 7pm Our recommendation is to approve the schedule as presented above for 2025. Mark Pentecost