Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION December 10, 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 Chairman McCleary at 7:00 p.m. on Tuesday, December 10, 2024 in the Council Chambers at Woodstock City Hall. B. ROLL CALL: A roll call was taken and Chair McCleary determined a quorum was present. COMMISSION MEMBERS PRESENT: Pete Riis, Shannon Jackson, and Chairman McCleary. COMMISSION MEMBERS ABSENT: Jason Cohen and Karen Gutierrez. STAFF PRESENT: Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks and Streets Supervisor John Mecklenburg, and Clerk Nicole Lewakowski. C. FLOOR DISCUSSION: 1. Public Comments: None. 2. Commission Comments: P. Riis and M. Pentecost discussed the Groundhog Day Committee’s plan to develop and place an art sculpture in Park in the Square. Conversations included process, fabrication, placement and implementation of a Public Art Maintenance Plan and Policy. Notably, M. Pentecost clarified that discussions confirmed an unofficial consensus to proceed, but as this item was not on the agenda, not explicitly an approval for acceptance. Future discussions are expected. D. ACCEPTANCE OF MINUTES: Motion by S. Jackson, second by P. Riis, to accept the minutes of the November 12, 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 November 2024 M. Pentecost recapped the Recreation Center’s Grinch and Greet event hosted on Friday, November 29, 2024 in conjunction with the City’s Lighting of the Square event. Stating the event was well received, noting great attendance, joyous moments and plans to continue the event in 2025.  Parks & Rec Commission 12/10/2024 Page 2 of 3 M. Pentecost briefly mentioned member behavior issues at the Recreation Center, but stressed that staff is working to correct ill behavior and assured the Commission that appropriate corrective action was taken. 2. Parks Division Report for November 2024 P. Riis inquired about Capital Improvement Project (CIP) budget deadlines. B. Aymond discussed that CIP budgets are fluid at this point. P. Riis asked how will improvements previously forgone be prioritized in FY25/26. Brent advised projects previously funded, which had funding reallocated unexpectedly in FY24/25, will be at the top of the list for funding in FY25/26. Further ensuring Bates Park will be a priority. Notable CIP items for FY25/26 include electrical work and muck reduction aeration at Emricson Park. F. OLD BUSINESS: 1. User Group Discussion M. Pentecost discussed enacting an updated user agreement policy, presented the tiered affiliate concept and continued conversations about the same. Insurance policy requirements, administrative fees, and discounts were discussed collectively. Chairman McCleary discussed policy specifics to be included regarding background checks, accessibility, parking restrictions/enforcement and public use notations. M. Pentecost hopes to finalize the policy with execution in May 2025 and fee implementation for existing users commencing in January 2026. 2. Splashpad Project Update: None. 3. Intergenerational Playground Update: None. G. NEW BUSINESS: 1. Approval of Little League Installation of Batting Cages at Merryman Fields M. Pentecost requested formal agreement and approval to proceed from the Commission. Staff will continue to be involved in planning and implementation. Motion by P. Riis, second by S. Jackson to approve Woodstock Little League’s request to install a batting cage at Merryman Fields Park with project oversight from staff. Ayes: P. Riis, S. Jackson, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and K. Gutierrez. Motion carried. 2. Recreation Center PARC Grant Update M. Pentecost briefed the Commission on the status of Recreation Center improvements. Reiterating a phased approach and advised staff is working with Nurture to balance grant funding as well as city matching funds to maximum resources to create the best return on investment. 3. Prairie View Discussion M. Pentecost discussed the potential Prairie View space acquisition. The city is currently under contract, but in a due diligence phase that allows for staff to thoroughly evaluate the space and  Parks & Rec Commission 12/10/2024 Page 3 of 3 costs of required improvements to operate at the facility. Staff enlisted Nurture’s expertise to provide an estimation on costs to improve Prairie View and evaluate how that might compliment improvement plans for the Recreation Center in the future. Staff and the Commission discussed that more than half of the grant funding will be dedicated to resolving compliance issues, bonds versus referendums, and other funding options. Lastly, M. Pentecost offered tours and further information for any unaddressed questions Commission members might have now or in the future. 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 S. Jackson, second by P. Riis, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, January 14, 2025 at 7:00 p.m. in the Council Chambers at City Hall. Ayes: P. Riis, S. Jackson, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: J. Cohen and K. Gutierrez. Motion carried. Meeting adjourned at 7:52 p.m. Respectfully submitted, Nicole Lewakowski Clerk