Parks & Recreation Commission

MINUTES PARKS & RECREATION COMMISSION April 8, 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, April 8, 2025, in the Council Chambers at Woodstock City Hall. B. ROLL CALL: A roll call was taken, and Chairman McCleary determined a quorum was present. COMMISSION MEMBERS PRESENT: Shannon Jackson, Pete Riis, Jason Cohen, Karen Gutierrez, and Chairman McCleary. STAFF PRESENT: Recreation Director Mark Pentecost and Clerk Nicole Lewakowski. OTHERS PRESENT: Philip Vanreeth of 1223 Gerry Street, and Kathy Olson of 2316 Thoroughbred Trail. C. FLOOR DISCUSSION: 1. Public Comments: Mr. Vanreeth expressed concern regarding the removal of the racquetball courts. He requested a meeting with the Mayor and the Recreation Department to discuss alternate options and asked for clarification on who ultimately makes the decision and the process for finalizing the plans. M. Pentecost provided an update on the ongoing discussions. He mentioned that a meeting with the Mayor is scheduled for Friday, April 11th. M. Pentecost explained that the current designs aim to maximize space utilization, which requires the elimination of the racquetball courts. He further clarified that staff is proceeding according to the master plan unless directed otherwise by the City Council. M. Pentecost invited the community to an open house on April 15th at the Recreation Center, where the planned amenities would be showcased. He emphasized that 80-90% of the space is currently dedicated to fitness, while the new space allocations will provide versatile, mixed- use areas designed to accommodate more recreational programming. Chairman McCleary explained the decision-making process, stating that while the Commission provides advisory input, the final approval rests with the City Council. Ms. Olson raised concerns about the proposed climbing wall. M. Pentecost addressed these concerns by explaining that the climbing wall would appeal to teens and young adults, representing the space of a staircase, which is a small footprint. He also confirmed that additional staff would be required to manage the facility. M. Pentecost reassured the group that, although space is limited, there are no plans to eliminate any recreational offerings.  Parks & Rec Commission 04/08/2025 Page 2 of 4 2. Commission Comments: None. D. ACCEPTANCE OF MINUTES: The decision is postponed and scheduled for discussion at the following meeting. 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 March 2025: M. Pentecost provided an update on several key happenings. He reported that the City Scene development was completed and that Woodstock Water Works season pass sales had opened, with staff experiencing a significant boost in sales, setting a record for the first day, despite a price increase. He noted that staff are focused on effectively managing the proposed and upcoming changes affecting the recreation team. Additionally, M. Pentecost mentioned the successful conclusion of the Developmental Basketball League season and announced that Ashley Sumner had been hired as a full-time Lead Customer Service Attendant at the Recreation Center. M. Pentecost also shared that the Aviation Group, seeking user group approval, is scheduled to present at an upcoming opportunity. He suggested that Merryman Park may be the preferred location for use, potentially over Davis Road Park. 2. Parks Division Report for March 2025: None. F. OLD BUSINESS: 1. User Group Discussion: M. Pentecost provided an update on the ongoing development, noting that progress continues. He stated that operations will continue to function as they are for the time being. 2. Splashpad Project Update: An updated contract from Wight & Co., including a revised scope and pricing, was provided. Several interactive components were added to the Splashpad Capital Improvement project, bringing the total value to $1.2 million. No action was required at this time. The matter will be presented to the commission again for a future recommendation. 3. Intergenerational Playground Update: The grand opening ceremony for the Intergenerational Playground is planned for June 2025. Leadership is currently discussing potential dates, which have yet to be determined. 4. Recreation Center PARC Grant Update: M. Pentecost provided an update on the Recreation Center Renovation project, noting that construction is set to begin in August. An open house to showcase renovation plans is scheduled for April 15, 2025, from 5:00 p.m. to 6:30 p.m. at the Recreation Center, with a Council meeting immediately following at 7:00 p.m.  Parks & Rec Commission 04/08/2025 Page 3 of 4 5. Financial Philosophy Discussion: M. Pentecost outlined his request for the Commission's guidance in developing a financial philosophy to help formulate policy. He asked whether the approach should focus on being fiscally responsible and generating a profit, or if Recreation should operate as a publicly- funded service provider. P. Riis suggested that user groups provide services that the City does not, emphasizing a partnership that is difficult to quantify. P. Riis, J. Cohen, and M. Pentecost then engaged in an extended discussion about baseball field usage, scheduling, and playability. M. Pentecost stressed the need for a broad, overarching philosophy rather than decisions based on individual user groups. The financial philosophy was discussed in detail, with Chairman McCleary requesting clarification on quantifiable subsidies, property taxes, and associated expenses. P. Riis raised concerns about funding for the Capital Improvement Projects (CIP), to which M. Pentecost responded that he is working to clarify the financial approach within the broader philosophy. M. Pentecost agreed with P. Riis' observation that a dedicated funding source for CIP could be considered, though Woodstock does not currently operate in that way. The discussion also briefly touched on site development, grant funding, and user group events as part of the philosophical framework. G. NEW BUSINESS: 1. Potential New Location for Operations During Construction: M. Pentecost reported that negotiations are ongoing with the Assembly of God Church on Dean Street for use as a temporary location for Recreation Center operations, providing accommodations for six days a week. Discussions are continuing to ensure that the location will function similarly to the Recreation Center. He confirmed that a pool will be unavailable for daytime use, adding that alternative arrangements are being discussed with Woodstock School District 200 for evenings and weekends. 2. WWW Concessions RFQ: M. Pentecost provided an update on the Woodstock Water Works Concessions Request For Qualifications, noting that four proposals were received. Napoli has been selected for the 2025 Season and will be awarded a one-year contract. H. FUTURE AGENDA ITEMS: 1. Tentative agenda items identified by Administration a. Annual Review of Park Policies & Practices: None. 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.  Parks & Rec Commission 04/08/2025 Page 4 of 4 I. 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, May 13, 2025, 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 8:06 p.m. Respectfully submitted, Nicole Lewakowski Clerk