Selled 1752 OAMESTOWN NORTH CAROLINA  Parks and Recreation Advisory Committee Meeting  April 1, 2024 6:00 pm ini the Civic Center Agenda  1. Call to Order- Doug Sampson, Chair  2. Consideration of approval of the minutes from the October 2nd Parks and Recreation 3. Request for a motion of support for the Accessible Parks (AP) grant application- Rebecca Ashby, Grants Administrator, & Scott Coakley, Parks and Recreation Director 4. General update on ongoing grant projects- Rebecca Ashby, Grants. Administrator 5. General Parks and Recreation updates- Scott Coakley, Parks & Recreation Director  Committee meeting- Doug Sampson, Chair  6. Public Comment 7. Other Business 8. Adjournment  P.O. Box 848 Jamestown, NC27282  Tel:(336)454-1138 Fax(336)886-3504  wwwgamesiown-negow    Chair Dougs Sampson Townl Manager Matthew) Johnson Town Attorney Beth Koonce  Parks & Rec Committee Members Daniel McDaniel, Vice Chair Charles Clapp, Jr. Amy Reese Maria Ashburn Phyllis Bridges Lamarl Lee Rebecca Mann Rayborn, Council Representative  CAMESIONVIN:  TOWN OF JAMESTOWN AGENDA ITEM  ITEMABSTRACT: Approval ofr minutes from October 2nd Parks &F Rec Meeting  AGENDAI ITEM#: INFORMATION ONLY  2  CONSENT AGENDAITEM MEETINGDATE: April 1, 2024 DEPARTMENT: Administration SUMMARY:  ACTIONITEM  ESTIMATED TIME FORI DISCUSSION: 5Minutes  CONTACTPERSON: Katie Weiner, Asst. Mgr./Town Clerk  Minutes from the October 2nd Parks and Recreation Committee Meeting  ATTACHMENTS: Minutes from the October 2nd Parks and Recreation Committee Meeting  RECOMMENDATONACTON NEEDED: Staff recommends that the Parks and Rec Committee approve the October 2nd Minutes. SUGGESTEDI MOTION: Parks and Rec Committee Member makes a motion to approvelamend the minutes from the October 2nd  BUDGETARY IMPACT: N/A  meeting.  FOLLOW UPA ACTION NEEDED: N/A  P.O. Box 848 . Jamestown, North Carolina 27282 Tel: (336) 454-1138 . Fax: (336)8 886-3504    Parks & Recreation Advisory Committee October 2, 2023 6:00 pm in the Civic Center Minutes & General Account  Parks & Recreation Advisory Committee Members Present: Doug Sampson, Charles Clapp, Jr., Phyllis Bridges, Denise Johnson, Lamar Lee, Amy Reese, & Daniel McDaniel Parks & Recreation Advisory Committee Members Absent: None Council Member Representative Present: Council Member Capes  Staff Members Present: Matthew Johnson, Katie M. Weiner, Scott Coakley, Rebecca Ashby,  Marcy Newton, Jamey Claybrook, & Scott Coakley.  Visitors: Carol Brooks  Call to Order- Chair Sampson called the meeting to order at 6:00 pm.  Approval of Minutes from August 7th meeting  Member Lee made ai motion to approve the minutes from the August 7th meeting as presented. Member Bridges made a second to the motion. Thei motion passed by a unanimous vote. Golf Pro Marcy Newton presented and reviewed proposed amendments to the Complimentary  Amendments to the Complimentary Play Policy Play Policy for the golf course highlighting the following:  Play willl be allowed on a space available basis only and those benefitting must yield tee Limits employee use of practice facilities based on availability Former Council Member may still play for free, but removed that benefit for spouses Included minimum work hours for complimentary play to be awarded Will still offer it to. Jamestown EMS and District III Sheriff's Officer  times to paying customers.  Member. Johnson made a motion to recommend that Council approve amendments to the Complimentary Play Policy. Member McDaniel made a second to the motion. The: motion Amendments to the Facility Use Guide for the Clubhouse at the. Jamestown Park & Golf Golf Pro. Newton said they started looking at the Facility Use Guide policy after closing the grill. They have been getting lots of requests to rent the Mendenhall Room during unavailable times. They considered four hour blocks oft time for rental at a cost of$75 per hour. Golfo outings have access to the Mendenhall Room until the Clubhouse closes plus afterwards at $75 per hour.  passed by a unanimous vote.  Course  Member Lee asked about security officer requirements.  1    Member McDaniel made ai motion to recommend that Council approve the amendments to the Facility Use Guide. Member Reese made a second to the motion. The motion passed by a  unanimous vote.  Amendments to the Tee Time Reservation Policy the need to revise the policy to address that. additional language to address repeat offenders.  GolfPro Newton spoke about revenue losses to the Town due to last minute cancellations and Board members discussed the matter and ways toi fix it. Members indicated the policy needed Member Bridges made a motion to recommend that Council approve the amendments to the' Tee- Time Reservation Policy. Member Lee made a second to the motion. The motion passed by a  unanimous vote.  Implementation of Golf Course Event Contract  Golf Pro Newton said she felt a contract was necessary to manage event outings to curtail no- shows for reservations and events. She recommended that staffbe informed oft the number of people expected at an event a week in advance in order to be able to adjust the times accordingly.  This has always been on the honor system in the past. Members discussed the entire course rental process.  Member Lee made a motion to recommend that Council approve the implementation ofa Golf Course Event Contract. Member McDaniel made a second to the motion. The motion passed by a  unanimous vote.  TPGC Maintenance Report  GolfCourse Superintendent Jamey Claybrook reported the new bathrooms at the course are in progress. The tile had been installed and the plumbers have been out working. They would be blowing the greens due to the increase in falling leaves. Work on the dam at hole # 4 (formerly # 13)is closed. There is a new front 9 while work is completed. They were also working on drainage at hole # 8. He spoke about group labor breakdown citing most of labor is spent on the  greens.  General Parks and Recreation updates  Recreation Director Scott Coakley reported they are moving the septic tank lines to begin construction on1 the shelters and basketball court as part oft the PARTF project. The amphitheater at Wrenn Miller Park was damaged in a storm and he was working with the The last Music ini the Park event would be on Friday, and the Ryan Perry band would perform.  insurance company on repairs.  Members discussed the progress of the AFP playground project.  2    Public Comments -None Adjournment  Member McDaniel made ai motion to adjourn at 6:54j pm. Member Lee made a second to the  motion. The motion passed by a unanimous vote.  Thei meeting ended at 6:54 pm.  3    Chair Doug Sampson Town Manager Matthew Johnson Town Attorney Beth Koonce  Parks & Rec Committee Members Daniel McDaniel, Vice Chair Charles Clapp,Jr. Amy Reese Maria Ashburn Phyllis Bridges Lamarl Lee Rebecca Mann Rayborn, Council Representative  C/AMESI CAVN  TOWN OF. JAMESTOWN AGENDA ITEM  TEMABSTRACT: Motion of Support for the. Accessible Parks (AP) grant application  AGENDAITEM#: INFORMATION ONLY  3  CONSENT AGENDAITEM MEETING DATE: 4/1/24 DEPARTMENT: Parks and Recreation SUMMARY:  ACTIONITEM  ESTIMATED1 TIME FOR DISCUSSION: 10 minutes  CONTACTPERSON: Rebecca Ashby/Scott Coakley  The Accessible Parks Grant Program provides $12.5 million in matching grants for parks and recreation to benefit people living with disabilities in! North Carolina. In: 2022, the Town was awarded $500,000 to update the playground and provide accessible pathways throughout the park. Applicants can request a maximum of $500,000 with each application and must match the grant with atl least $1 ofl local funds for every $5i ing grant funds. The matching funds would come from our state allocated grant of $200,000. During the planning process for the park upgrades, it became evident that the existing restroom building is lacking essential accessibility and comfort needs to serve our community. Additional fundingi isi needed to update the restrooms to an ADA model, accommodating ther needi for adults and children of all ages to have the accessibility and comfort items, such as adult changing The Town also recognizes al lack of connectivity tot the basketball court, an ADA walkway would bei installed to provide access to individuals ofa all abilities to shoot hoops with their friends. The Town will be holding ani information session Wednesday. April 3, 2024  tables, that will make ac day at. Jamestown Park.j just another day at the park.  from 4-6pm at. Jamestown Park Shelter 1.  ATTACHMENTS: Community outreach poster BUDGETARYI IMPACT: None  RECOMMENPATONACTONN NEEDED: Staff recommends the Committee support the Accessible Parks grant application as presented. SUGGESTEDN MOTION: Committee Member makes a motion tos support the Accessible Parks grant application as presented.  FOLLOW UPA ACTIONI NEEDED: Staff will complete and submit the application.  P.O. Box 848 . Jamestown, North Carolina 27282 Tel: (336)454-1138 . Fax: (336) 886-3504    Chair Dougs Sampson Town! Manager Matthew. Johnson Town Attorney Beth Koonce  Parks &F Rec Committee! Members Daniel McDaniel, Vice Chair Charles Clapp,Jr. AmyF Reese Maria Ashburn PhyllisE Bridges Lamar Lee Rebecca Manni Rayborn, Council Representative  CAMESTONNN  TOWN OF JAMESTOWN AGENDA ITEM  ITEMABSTRACT: General update on ongoing grant projects  AGENDAITEM#: INFORMATIONONLY  4  CONSENTAGENDAITEMI MEETING DATE: 4/1/24 DEPARTMENT: Parks and Recreation SUMMARY:  ACTIONN ITEM  ESTIMATED TIME FOR DISCUSSION: 10 minutes  CONTACTPERSON: Rebecca Ashby/Scott Coakley  Under the PARTF grant, worki is complete on moving the septic and leach lines fori the restroom. Water lines arei in the process of being replaced, which will connect tot the restrooms and also feed water down to the dog parks for the water fountains. Work will also began on relocating the volleyball court and will be completed by parks and recreation staff. Staff has also been gathering quotes on the basketball courts and shelters. Once the volleyball court has been relocated staff can begin the! bid process for ther new inclusive  playground equipment fori the AFP grant. The pathways will be thel last component to bé installed.  ATTACHMENTS: None COAMPOATOAAIOANICE None BUDGETARYI IMPACT: None SUGGESTEDMOTION: None  FOLLOW UPA ACTION NEEDED: Updates as needed.  P.O. Box 848 . Jamestown, North Carolina 27282 Tel: (336)4 454-1138 . Fax: (336)8 886-3504    Chair Doug Sampson Town Manager Matthew) Johnson Town Attorney Beth Koonce  Parks & Rec Committee! Members Daniel McDaniel, Vice Chair Charles Clapp, Jr. Amy Reese Maria Ashburn Phyllis Bridges Lamar Lee Rebecca Mann Rayborn, Council Representative  CAMESIOAVN:  TOWN OF JAMESTOWN AGENDA ITEM  ITEMABSTRACT: General Update for P&R CONSENT AGENDAITEM MEETINGDATE: April 1, 2024 DEPARTMENT: Recreation SUMMARY:  AGENDAITEM#: INFORMATIONONLY ESTIMATED TIME FORD DISCUSSION: 10 min  5  ACTIONIT ITEM  CONTACTPERSON: Scott Coakley  Scott Coakley will give an update ont the Recreation Dept. and the projects that are underway, and Music int the Park.  ATTACHMENTS: N/A RECOMMENDATIONAACTIONNEEDED: BUDGETARYI IMPACT: N/A SUSGESTEDMOTION: FOLLOW UPA ACTION NEEDED: NO  P.O. Box 848 . Jamestown, North Carolina 27282 Tel:(36)454-1138 . Fax: (336) 886-3504