SPECIAL PARKS AND RECREATION BOARD MEETING (CITY HALL)  July 18, 2024; 5:30 PM Woodcreek, Texas  MINUTES  CALL TO ORDER  Chairperson Gilbert Called the Meeting to Order at 5:30PM.  ROLL CALL and ESTABLISH QUORUM Chairperson Ruth Ann Gilbert Vice-Chairperson Cody Abney Member Justin Camp Member Elizabeth Maurer Alternate Board Member Russell Scott Council Liaison, Bob Hambrick ABSENT Member Becky Denton Alternate Board Member Monica Rasco STAFF PRESENT City Secretary, Suzanne Mac Kenzie PUBLIC COMMENTS No Public Comments were offered. CONSENT AGENDA  PRESENT  1. Approval of Parks and Recreation Special Meeting Minutes From June 20, 2024. Motion was made by' Vice-Chairperson Abney to approve the meeting minutes from June 20, 2024, for the Parks and Recreation Board Meeting. Motion was seconded by  Member Scott. A roll call vote was held. Voting Yea:  Chairperson Gilbert, Vice-Chairperson Abney, Member Camp, Member Maurer, Member Scott  Motion Passed: 5-0-0.  Special Parks and Recreation Board Meeting (City Hall) Minutes  Page 1of2  July18,2024    REPORTS  2. Report By Parks and Recreation Board Liaison.  Request by Council to provide list of changes made at all Parks after grant issuance from  Parks and Open Spaces Advisory Committee (P.O.S.A.C.).  REGULAR AGENDA  3. Workshop To Discuss Augusta Park Activities. a) Park Improvement Project Updates:  Eagle Scout Project - Rainwater Collection ii. Girl Scout Gold Award Project - Monarch Butterfly Garden iii. Master Naturalist Certification Project b) Status Update on park items order. /delivery c) Other Outstanding Tasks/tems Related To The Completion of This Park.  Workshop Opened at 5:56 PM. Workshop Closed at 6:08 PM.  4. Discuss and Take Possible Action on Workshopped Items Related To Augusta Park.  No formal voting action was taken on this item.  5. Workshop To Discuss The Planning Activities For The October 26, 2024 Spooktacular  Event.  a) Location of Event b) Activities for Event Workshop Opened at 6:09 PM. Workshop Closed at 6:21 PM.  6. Discuss and Take Possible Action on Workshopped Items Related To The Planning of  The October 26, 2024 Spooktacular Event. No formal voting action was taken on this item.  ANNOUNCEMENTS: - None  ADJOURN  Chair Gilbert Adjourned the Meeting at 6:22PM. Cthuht RuthAnn Gilbert, Chairperson  waithen Suzanne Mac Kenzie, City Secretary  Special Parks and Recreation Board Meeting (City Hally Minutes  Page2of2  July18,2024    HANDOUT(S)  DISTRIBUTED  DURING THE MEETING    Augusta Park Report for. July Parks and Rec Meeting  I.E Rain Garden  The Master Gardeners will solarize areas of the garden where undesirable plants are growing so that the garden will be ready for planting int the Fall. The Master Gardeners will then be the primary maintenance crew for the garden. II. Rain water collection structure - Billy Brown - Eagle Scout. Work began on the project III. Monarch WayStation garden - Tatum Davis- Girl Scout. Noty yet started.  July 13". IV. Loose Parts Area  At the last meetingI I proposed items for purchase for this area. Since then we have learned oft the funds available in the POSAC grant and can purchase additional or better quality items. Ipropose our members with young children bei involved in the selection proçess. Ihave sent ideas to Cody and Elizabeth. I would like to see this area Ipropose we ask the city to budget an amount for Augusta Park that is separate from the regular mowing contract. Someone who is knowledgeable concerning native plants is needed toi maintain the nature trail, the loose parts area, and three small beds. Iknow someone! I would recommend. It would also be fine if an individual or group Signage to meet our desire to educate about nature and the environment will include a large sign for the rain garden, a large thank you sign for the backside oft the current sign, al National Wildlife Habitat sign, al Native Plant Society sign, and several smaller The family play equipment is inj place and need only occasional monitoring.  completed before school starts.  V. Maintenance  $500-6o00  with youthful energy wants to take this on.  VI Signage  signs (snag, karst, pollinators, etc.)  VII. Play Equipment  Becky Denton    Ruth Ann Gilbert  Loose Parts, Augusta Park Rebecca Denton To: Elizabeth Hobbs Maurer < Cc: Ruth. Ann Gilbert Hi Codv and Elizabeth.  Sat, Jul 13, 3:11 PM  Cody Abney  At the last Parks and Rec Board meeting Irecommended several items to purchase for the Augusta Park loose parts area. Ati that meeting we learned that there are considerable POSAC funds left and made a motion lwon't be at the July meeting, and since you are are members with young children, Ihope you will look at my suggestions andi find some things to add to or upgrade. Iwould like for purchase decisions  to ask the council to designate a certain amount to finish Augusta.  to be made Thursday night so we can finish the park before school starts.  Here are the items.  1.at triangular shade cover from Amazon - $30 2. outdoor xylophone from Etsy $45 3. Magnifier Natural Playground Company - $30 4. out door blocks - Cody and Bob were going to see about making these. from Natural Playground Company they are $270.00 5. bamboo poles - Cody though he could get these, otherwise $80  So see what you can find. Natural Playground Company has a musical fence, climbing arch and other things.  Happy shopping and1 thanks,  Becky Becky Denton    10 Pine St. Concord,  Invoice Number Sale Date  8805 7/17/24  NH 03301  yNatural  GLAYGROUNDS 888-290-8405  ntpsinaturaplaygroundsslore.com  Billing Info: Cody Abney  Customer#WHC1384  Shipping Info: Cody Abney  Wimberley  TX 78676  Qty Description TeePees (Tipi)  Option Teepee 121 fttall  Opt Price Item Price Line Price  $5,499.95  $5,499.95  Sub Total Discount Tax Shipping & Handling Rush Fee Order Total Payments  $5,499.95 $791.21 $6,291.16 $6,291.16  Pymt. Type Details  Amt. Applied  All Sales final, NO RETURNS, refunds or exchanges. Payment Due Upon Receip!** One time 5% late lee cani incura and Compounding Interest of 18% Apr. fori non payment ofi invoices  Page 1  Amount Due    2024 , Spooktacular Opportunities  Advertising  Parade Entry Forms =  Street Closing Notice Distribution -  Road Closure- -  Parade line-up and checkin- Festival set up and break down =  Games- Prizes Judges-  Costume/Golf Cart Contests- Treat Bags & Waters =  Music- Volunteers- -  Double JC Contributions-  Porta Toilet Scheduling & Delivery-  Master of Ceremony  2Volunteers @ Inflatables- =  Photograpner- Name Tags    ave7a!  Shued  Handy Mashins 9  Asoso  9  JA     3  TaWe  a  o.5 99055 )  S a & o  -  5 -  9  noH G2voos    2023 Woodcreek Spooktacular Volunteer List  Sunday, October 29, 2023  Job  Volunteer Assigned Bob Hambrick Cody Abney &. Justin Camp Cody &. Justin City staff & Bob Hambrick Cody & Justin Becky8-Monisa - City toOrder Cody & Justin See Diagram of Festival Site Cody Cody &. Justin Cody &. Justin Becky Denton & Monica Rasco Cody, Justin & Pat Becky & Monica Bob Bob Bob Use neighbor'shose Cody &. Justin Debra Hines & Chris Grummert Bob'sVolunteers:  Sunday Morning 1:00 PM Set up pumpkin cut out Deliver Tables (4) Set up Tables (see Diagram) Setout barricades Oversee Delivery of slide Oversee delivery of porta potty Set out trash cans from J&J Identify area for golf carts Ants Poison Pick up hay bales - Cody to decide day Set up hay bales at locations Sunday Assemble treat bags/cups Set up Stage & Steps Sunday Afternoon-2:00PM Set up Games Pick up Ice Ice down water Fill tub with water for Apple Game Deliver chairs for judges Pick up two inflatables from Buchmans & set up 4:30, close off Woodcreek Dr. Champion Circle & Woodcreek Dr. Brookhollow Par View Stonehouse Circle Woodcreek Dr. & Deerfield Sound System Photography  Constable plus H Jeff Rasco Monica Rasco  1    &  s  Spooktacular Schedule of Events October 29, 2023  4:30 PM 4:30PM 4:45PM 5:30PM  Parade Line-up Begins Close Off Streets Parade Begins. Open Streets*  2  Golf Carts pause in front of gazebo forj judging Festival begins at completion of parade Golf carts line-up along Woodcreek Drive Golf Cart awards announced Costume Awards begin  Participants are invited as a group by age to platform for judging and awards  3 and Under Costumes 4-7 Costumes 8-11 Costumes 12-17 Costumes Adults & Couples Costumes Pet Costumes Trophies are awarded after each category Festival ends Clean Up  7:00PM 7:01PM    2023 Spooktacular Checklist & Timeline  1. 2. 3.  Date: October 29, 2023. Parade lineup at 4:30, parade starts at 4:45, Festival begins  when parade arrives at Par Lane site and runs until7 7:00 pm. Parade start at Deerfield Dr. & Woodcreek Dr. Festival site at' Woodcreek Dr. and Par Lane.  Committees A. Advertising Pat Rawlings jumping from trailer D. Road Closure Bob Hambrick  B. Parade entry forms and sign up- City Office. Include language regarding no  C. Street Closure Notice Distribution Elizabeth Maurer E. Parade Line up and check in - Pat Rawlings and. Jane Little H. Judges Clip boards, judging slips, carts w/# ( Costume Contest & Prizes .V Water - Bob Hambrich .M Music- Pat Rawlings Volunteers Debra Hines  F. Festival set up and break down ALL Parks Board Members & any volunteers G. Treat Bags, Games & Prizes Ruth Ann Gilbert, Becky Denton and Monica Rasco  M. Each chair is responsible for enlisting volunteers and reporting their names &  contact information to the City Office  4.  Advertising  A. Reuse posters from last year B. Start date of advertising - October 2nd C. Set out posters on Woodcreek Drive - Oct 9th D. Email tol Woodcreek residents E.V Woodcreek Nextdoor F.A Article ini the paper G. Chamber Chat radio show H. Chamber Monday email to members 1 Facebook Parade entry forms and sign up A. Use same forms as last year B. City send out forms on October 10th C. City maintain list of parade entrants D. Cutoff for entry & forms signed 10-27-23 E.C Obtain entry list from City on 10-28-23  5.  1    6.  Street Closure Notice Distribution Elizabeth Maurer A. City print notice of parade and road closure blue painters tape to affix to door C.E Email notice to citizens D. Put notice on' Woodcreek Nextdoor A. Schedule Constable City Office  B. Distribute notice week of 10-23-23 to residents on Woodcreek Dr., Deerfield Dr., Stone house Circle, Par View Lane and Brookhollow down to first Augusta Dr. Use  7.  Road Closure Bob Hambrick (pick up yellow traffic vests from City Office) B. Set out barriers on street closure points City and Bob Hambrick . Closure at 4:30 at Deerfield Dr. & Woodcreek Dr. - Constable D.C Closure at Champions Circle & Woodcreek Dr. by golf course to Brookhollow at E. Open up Deerfield Dr. after parade arrives at Festival site Constable F. Open up Stonehouse Circle, Woodcreek Dr. to Brookhollow & Parlane after parade arrives at Festival site. (Have conversation with Bob on use at Parade Line Up & Check In Pat Rawlings &. Jane Little 4:00 PM arrival A. Pick up parade hay bales on Saturday: Cody Abney &. Justin Camp  4:30  Brookhollow & Stone House)  8.  B. Cover hay bales with tarpsi if needed C.E Begin lineup and check in at 4:30 PM D. Start parade at 4:45 PM will do this)  E. Move barriers to open up streets as parade arrives at Festival site (each volunteer Festival set up and tear down ALL Parks & Rec Board and any' Volunteers  9.  A.1 Treat for ants at least two times Cody Abney B. Secure portable toilet and delivery time- - City Office C.S Secure inflatables and delivery time - Cody D. Secure trash çans and delivery time Cody E. Oversee setup of portable toilet City staff F.C Oversee setup of inflatables - Cody &. Justin G. Oversee trash can delivery & removal - Cody & Justin .Mark off costume contest area Cody &. Justin (stage)  H. Set up water & treat tables and game area- Becky Denton, Monica Rasco & Bob  J. Picture backdrops  Pumpkin cutout Bob Hambrick Haybale backdrop Cody & Justin  K.R Recruit volunteers to man tables and run games - Debra Hines 10. Games & Prizes Becky Denton, Monica Rasco and Ruth Ann Gilbert Start games when parade has completely arrived at the field  A. Small kids  2    1. Games  *Grab Apple Game *Pumpkin Bowling *Inflatable Slide Pat, Cody  2. Prizes B. Older Kids 1. Games  *Pumpkin Ring Toss *Pumpkin Bowling *Corn Hole *Ping Pong Inflatable Slide 2. Prizes for the two pumpkin games 3. Hay bales for picture backdrop 4. Pumpkin Cutout picture  11. Judges for Parade and Costume Contest. John O'Dell as Master of Ceremony  Judges will sit near the road at the triangle toj judge the golf carts. Then move to the  Stage for the costume judging.  Judges  12. Costume & Parade Contest Prizes A. Sound System Jeff Rasco B.Trailer set up1 for stage - Cody, Justin & Pat C.A Agenda Board (and handouts) Pat D.C Categories (Name tags for all participants) 1st- Golf Cart Awards. Then Costume Awards 1. Kids *3& Under *4-7 *8-11 *12-17 *Adults & Couples *Pets  *Trophies by category as well as Best of Show for Kids & Adults  13. Treat Bags Prepare 150- Ruth. Ann Gilbert, Becky Denton & Monica Rasco  14. Music Play List Halloween Theme Pat Rawlings  15. Photography- Monica Rasco  3    Game Directions:  Pumpkin Ring Toss: 1-2Volunteers pumpkin receive a prize. Grab Apple: 1-2 Volunteers  31 pumpkins set outi in a row front to back. Participants throwing hula hoop overa  Red plastic apples floating in al bucket of water. Apple needs to be picked out of the water using mesh net. Prize isi inside the apple. (Use only "water proof" prizes.) Toilet paper rolls decorated with faces set upi in a pyramid shape. Child rolls pumpkin on grass into rolls to knock over to receive a prize. Corn Hole Games To be used by older participants. No prize  Pumpkin Bowling: 1-2 Volunteers  Ping Pong 1 Volunteer- Monitor for shared use and to keep up with ping pong balls.  (No prizes)    Spooktacular Vendor List -2 2023  Inflatables Buda Bounce House 512-293-0937 Extra Inflatables The Bachmans Facebook Messenger Hay- King Feed of Wimberley: 512-847-2618 Trailer - Double. JGolf Course -5 512-847-9700  Portal Potti-L Leinneweber- (Order Handicap unit with hand washing station) 512-847-9511  Trash Cans - Double. JG Golf Course - 512-847-9700  Shaved Ice - 512-497-9861  Printing ASudoZ-5128473532 (Judges' slips, golf cart #s, agenda)  Pumpkins HEB  Prizes- Amazon, TEMU & Dollar Store Corn Hole Bounce House & Debra Hines Ping Pong Ruth Ann Gilbert -512-757-1653  Games - Stored in shed at City office; Tables; Barricades; Spooktacular Tub  Woodcreek City Hall-512-847-9390