Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION March 11, 2025 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, March 11, 2025, 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: Shannon Jackson, Pete Riis, Jason Cohen, and Chairman McCleary. COMMISSION MEMBERS ABSENT: Karen Gutierrez. STAFF PRESENT: Recreation Director Mark Pentecost, Public Works Director Brent Aymond, Parks and Streets Supervisor John Mecklenburg, and Clerk Nicole Lewakowski. OTHERS PRESENT: Ms. Alicia Mason. C. FLOOR DISCUSSION: 1. Public Comments: Alicia Mason of 2316 Thoroughbred Trail, unincorporated Woodstock expressed her concerns about eliminating racquetball as part of the Recreation Center renovations. Racquetball, handball, and volleyball are all supported by the space, which is well utilized, according to Ms. Mason. Chairman McCleary acknowledged her concerns and offered his support, but cautioned that, comparatively speaking, the space is underutilized. 2. Commission Comments: None. D. ACCEPTANCE OF MINUTES: Motion by J. Cohen, second by P. Riis, to accept the minutes of the December 10, 2024 meeting of the Parks and Recreation Commission. P. Riis inquired about Capital Improvement Projects (CIP) budget progress and if all items from FY24/25 that were not completed were subsequently re-prioritized appropriately in FY25/26. B. Aymond confirmed the CIP budgets are complete but not yet approved. B. Aymond said a playground replacement was pushed, but confirmed dog park discussions are ongoing. M. Pentecost added that budgets are tight based on the financial outlook, stressing that the Splashpad and Recreation Center Renovations have been prioritized. Ayes: S. Jackson, P. Riis, J. Cohen, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: K. Gutierrez. Motion carried.  Parks & Rec Commission 03/11/2025 Page 2 of 4 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 January & February 2025: M. Pentecost discussed updates including possibilities for the RC flying club at Davis Road Park or Merryman Park, bids for the concession stand at Woodstock Water Works (WWW) for the 2025 season, a windscreen request from Woodstock District 200, and the possible relocation of Recreation Center fitness equipment and administrative staff to 227 E. Calhoun during Recreation Center construction. Fee waivers for user groups as it relates to CIP items were discussed. M. Pentecost is seeking input and recommendations from the Commission. P. Riis emphasized the necessity of a policy to define an approved list and “critical infrastructure.” Additionally, the Commission and staff discussed specifications for donations, cost analysis, damage waivers, maintenance, and ownership for proposed improvements by user groups. M. Pentecost presented a cost analysis comparing racquetball usage and revenue to its replacement, focusing on the optimal use of available square footage. Ms. Mason raised concerns about the number of participants versus court reservations in Rectrac and the lack of feedback in the survey conducted by the city. M. Pentecost did not disagree that the count may be skewed; however, ultimately, the envelope and footprint are critical and require expansion, and expansion is only possible above the multipurpose room and racquetball court. Chairman McCleary seeks a provision to humanize the project and find a compromise for racquetball players. 2. Parks Division Report for January & February 2025: J. Mecklenburg provided a brief update on the upcoming stone arch and pillar repairs to be completed soon at Park in the Square. Chairman McCleary acknowledged and complimented staff for the appropriation of half-staff flag orders throughout the city parks. F. OLD BUSINESS: 1. User Group Discussion: M. Pentecost reiterated he’s seeking guidance on how to proceed. 2. Splashpad Project Update: M. Pentecost explained that Wight & Company will be re-contracted for new pricing and design. $90,000 has been raised, with a final fundraising push planned for the Splashbash. A $50,000 grant has been applied for from Northwestern. The project is currently short $200,000, but there is hope to reduce the shortfall to $100,000 with the Council's support and direction, and the expectation is to cover the remaining amount out of the City’s CIP budget. 3. Intergenerational Playground Update: The grand opening ceremony is scheduled for June 2025. Upcoming improvement completions include the parking lot, bathrooms, and landscape restoration.  Parks & Rec Commission 03/11/2025 Page 3 of 4 4. Recreation Center PARC Grant Update: M. Pentecost provided updates on the Recreation Center Renovation project and presented the latest conceptual floor plan. Budget constraints were highlighted as the main reason for adjustments to the scope. The designs account for potential future funding, expansion, and improvements. Phase 1a may include a second floor over the existing middle section of the building. There are concerns about the accuracy of the construction cost estimates, with new estimates expected by April, construction bidding in May, and construction slated to begin by summer. 5. Prairie View Update: M. Pentecost confirmed the cancellation of the purchase agreement for Prairie View Fitness Center. G. NEW BUSINESS: 1. Groundhog Statue in Park in the Square: Rick Bellairs, Chairman of the Groundhog Days Committee and resident of 1403 Moraine Dr., presented a request for the placement of a 6-foot-long log with a 4.5-foot-tall groundhog statue in the Park in the Square. The statue has received support from the Historic Preservation District and the Arts Commission. Chairman McCleary expressed concern regarding a moratorium imposed by the Woodstock City Council, which prevents the placement of statues in the Park in the Square due to overcrowding. He noted that the City Council needs to address this issue. J. Cohen confirmed that the timeline for the project is 8-10 months, with all funding provided by the Groundhog Days Committee. P. Riis recused himself from the discussion based on his involvement with the Groundhog Days Committee. Motion by J. Cohen, second by S. Jackson, to recommend the placement and erection of a groundhog statue in the Park in the Square, adjacent to the cobblestone sidewalk in the southwest quadrant, by the Parks and Recreation Commission, pending consideration by the City Council and clarification of the moratorium. Ayes: S. Jackson, J. Cohen, and Chairman McCleary. Nays: none. Abstentions: P. Riis. Absentees: K. Gutierrez. Motion carried. 2. IAPD & IPRA Membership Discussion: M. Pentecost discussed his desire to actively participate in the Illinois Association of Park Districts (IAPD) and Illinois Park and Recreation Association (IPRA), which are widely recognized organizations that provide standards, professional development, advocacy, and support for employees, organizations, commissioners, and elected officials. Membership is $1,000 annually. P. Riis expressed support and shared his experience with the IAPD. Chairman  Parks & Rec Commission 03/11/2025 Page 4 of 4 McCleary also conveyed support, acknowledging that Illinois is a leader in the field. 3. Park & Recreation Services Financial Philosophy Discussion: M. Pentecost requested a future discussion to gather the Commission’s position on subsidies, seeking guidance on the philosophy and tolerance levels for future direction. The discussion will focus on balancing profits versus tax-funded policy, with attention to revenue in FY24/25 and addressing expenses for FY25/26. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Annual Review of Park Policies & Practices: None. b. 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. J. Cohen inquired about disruptions related to the feeder basketball league. M. Pentecost addressed recent disruptive behavior involving players, parents, and coaches in the Developmental Basketball League. Staff used this as an opportunity to reinforce the player/parent code of conduct and review the consequences of unruly behavior. Appropriate measures were taken, and staff do not anticipate further issues. An appeal process is currently being examined. I. ADJOURN: Motion by J. Cohen, second by P. Riis, to adjourn the regular meeting of the Parks & Recreation Commission to the next regular meeting on Tuesday, April 8, 2025, at 7:00 p.m. in the Council Chambers at City Hall. Ayes: S. Jackson, P. Riis, J. Cohen, and Chairman McCleary. Nays: none. Abstentions: none. Absentees: K. Gutierrez. Motion carried. Respectfully submitted, Nicole Lewakowski Clerk