VILLAGE OF WESLEY CHAPEL WESLEY CHAPEL TOWN HALL August 24, 2023-6:30PM  PARKS AND RECREATION REGULAR MEETING MINUTES 4690Weddington Road, Wesley Chapel, NC: 28104  Committee Members Present: Chairperson Pat Utley, Chad Greer, Jim Hill, Pam King, Gordon Oliver, Others Present: Council Liaison Mike Como, Park Maintenance Employee John Lepke, Administrative  Julie Thomas  Committee Members Absent: Wayne Todd Assistant Amy Mumpower, Trinity Sacchitella 1.C Call to Order/Determination of Quorum  Chairperson Utley called the meeting to order at 6:34pm. A quorum was present.  2. Public Comments oft the meeting.  Mr. Lepke introduced Ms. Trinity Sacchitella and said she would like to speak tot the committee about holding a celebration of life gathering. He asked thati it be added to the agenda toward the beginning Liaison Como informed the committee that there are hard copies of the Village Comprehensive  Plan available for anyone who wants a copy. 3. Additions, Deletions and/or Adoption of Agenda  Chair Utley asked if any changes were needed to the agenda. Ms. Sacchitella' request was added as A motion was made by Mr. Hill and seconded by Mr. Greer to approve the agenda as amended.  #3A.  The motion passed unanimously.  3A. Request for Celebration of Life Event at Park  Ms. Sacchitella introduced herself. She is a Silver Creek resident whose best friend died ai few days prior in a car accident. The funeral will not be until the end of September, and she and other friends would like to hold a small celebration of life at the park the evening of Saturday, September 2nd. She ist thinking of having a butterfly or balloon release. She anticipates about 100 people will attend, with 25-30 cars as most people will come together. The committee felt that the balloon release would not be a good idea due to the potential hazards to animals once they come down. The request fits in with the group policy, therefore no committee approval is required to hold the event; however, cars must  park int the overflow lot, and the event cannot impede others in the park. 4. Approval of Parks and Recreation Minutes from Thursday, July 27, 2023  Chair Utley asked if any corrections were needed to the committee's last meeting minutes. There  were none. 29Page BOOK2023A    August. 24, 2023 Parks and RecreationApproved Meeting Minutes  A motion was made by Mr. Hill and seconded by Mrs. Thomas to approve the minutes of the  committees' July 27, 2023 regular meeting. The motion passed unanimously. 5. Update from Village Maintenance Employee/John Lepke Mr. Lepke reported on the following items: wrong gear. He will replace the tree.  A. someone had run over a concrete parking stop and hit a tree, which caused significant damage to both. Iti is on camera, and a report has been filed. The driver probably. just put the cari int the B. About 3-4 of the newly planted dogwood trees are likely not going to live. They cost $90 a piece to replace. He will wait until the end of October to replace them to make sure they don't  revive.  C. He has placed barley straw in the pond to prevent algae growth. D. Pier repairs were done earlier int the day, along with spreading pit gravel.  E.L Liaison Como asked Mr. Lepke if he had spoken tot the landscaper regarding the use ofç grass/weed killer on the dogwoods. Mr. Lepke replied hel has andi the landscaper was not aware his employees F.P People keep parking where they should not, and it is damaging the grass. He will be installing G.L Liaison Como asked if Mr. Lepke can pressure wash the pier. Mr. Lepke said he would.  were doing SO.  decorative posts to prevent this.  6. Update from Council's. August 14, 2023 Meeting  Chair Utley told the committee that Mayor Fuller appointed Mr. Oliver as the Committee Co-Chair. At the meeting, Mr. Oliver gave Council an overview of Bird Dog Traffic Control and the services they provide. The purchase of two tables and two benches from Treetop Products was approved. Mr. Lepke asked the committee for suggestions on where to place them. He was thinking near the flag poles, facing the band shell. The committee agreed that would be a good location. They will be Chair Utley or Mr. Lepke will ask Mrs. Queen about the funding to replace the dead dogwood 7. Consider Purchase of Trailer for New' Tractor/Tractor Naming Contest Discussion Mr. Lepke requested the committee approve the purchase ofa at trailer fori the new tractor. This trailer will help him move heavy items like gravel more easily around the park, and can be used at events (hayrides, etc.). Clerk Queen is checking into liability concerns. Liaison Como asked where Mr. Lepke plans to store it at. Mr. Lepke replied that it can be chained near the storage container. Mr. Oliver stated that another storage option could be to buy a second container. Mr. Lepke is requesting a! 5'x 8'trailer and has obtained several quotes. The best deal he has found was at Lowe's, for $939, plus a 5% discount. He will need to purchase a hitch and plywood to line the bottom with. Each of those will cost about $100. There is $6001 lefti ini the tractor budget. Chair Utley said that there are funds remaining in the End of Summer Jam budget. Mr. Lepke will obtain three quotes and present them to the  anchored down SO that they cannot be moved.  trees in October.  committee.  30IPage BOOK 2023A    August 24, 2023 Parks and Recreation Approved Meeting Minutes  Chair Utley made a motion that Council approve transferring the remaining funds from the Endo of Summer event budget (line item 2430-03) to the tractor budget for the purchase ofa trailer, hitch and A contest to name the tractor was suggested at. July'sr meeting. The committee thought this was a great idea and decided to do this at the Fall Bash. Discussion will continue during the Fall Bash event  plywood. Mr Hilla approved it. The motion, passed unanimously.  planning discussion.  8. Update from Mr. Greer Regarding Event Promotions  Mr. Greer reported that the Facebook and Instagram ads he posted for the End of Summer Jam event reached over 14,000 people. Facebook was much more cost effective in both reach and people signing up for the event. The committee agreed it was a very effective way to communicate with the  public and should continue to do sO with future events.  9.F Planning for Upcoming Events:  A. Movie Night (9/15/2023)- the committee finalized details. The movie selection is The. Super Mario Brothers Movie. Gathering will begin at p.m. and the movie will begin at dusk. Free popcorn, icees bottled water and glow necklaces will be provided. Mrs. King is contacting B. Fall Bash (10/28/28)- ideas fori the tractor naming contest were discussed. It was suggested the winner possibly get to ride on the tractor, and have their picture taken. Liaison Como will contact Southbrook Church to see ifi they are interested in coordinating the Trunk or Treat. There will be costume contests, and hopefully pumpkin painting if Allen Tate can organize. C.Cocoa and Carols (12/9/2023)- musical entertainment will need to be booked quickly. Mr. Greer isc contacting schools and other groups. Mrs. Mumpower will book ai train. D.2024 Dogwood Park 10-year Anniversary- Chair Utley asked the committee members to start E.Consideration of Christmas tree activity as proposed by Mr. Greer- the committee discussed the possibility of holding an event where people can sponsor and decorate Christmas trees. This will be ai fun way for neighborhoods and businesses to get involved. It was suggested that holding a tree-lighting ceremony of the Park's Christmas tree at the Cocoa and Carols event  food truck vendors. Union County Public Library will provide a craft.  thinking about if and how they would like to celebrate.  would be a great way to kicki it off. Discussion will continue.  10. Bird Dog Traffic Update  Mr.C Oliver, Mr. Hill and Liaison Como met with Bird Dog Traffic Control att the park. Mrs. Mumpower compiled a comparison of the quote and what the deputies have been paid over the last two years. Ever since the payrate for events has been raised, there has not been any issue with deputies signing upi to work at events, and it is more cost effective to continue to hire them. The committee decided to continue hiring deputies at the more competitive rates, and revisit potentially using Bird Dog in the  future if need be. No update.  11. Volunteer Days - Create Calendar and' Tasks  31Page BOOK: 2023A    August 24, 2023 Parks and Recreation. Approved Meeting Minutes  12. Community Garden Update volunteer days will be hard to plan until then. 13. Replenishment of Volunteer T-shirts  Mr. Lepke stated that until the beds are created, there is not much that can be discussed. Also,  Mrs. Mumpower informed the committee that they are out of t-shirts and asked if they want to order more. She obtained a quote from Sports 2 You. Sizes S-XL are $16.00 plus tax. Larger sizes will A motion was made by Mr: Hilla and seconded. by Ms. Thomas to order. 30 t-shirts in various sizes: to be paid for from the Fall Movie Night event budget (line item 2430-04). The motion passed  be a few dollars additional and she is waiting for the cost of those.  unanimously. None. 15. Adjourn  14. Committee Member Comments  A motion was made to adjourn the meeting by Mr Hilla and seconded. by Mr Oliver:. The motion  passedunanimousy and ended at 8:32pm.  -  &5  myflumpanr Prepared byAmy Mumpowér, Administrative Assistant  Pat Utley, Chairperson  32IPage BOOK:2023A