VILLAGE OF WESLEY CHAPEL PARKS & RECREATION COMMITTEE REGULAR MEETING AGENDA 6490Weddington Road, Wesley Chapel, NC: 28104 Thursday, April 27,2023 6:30P.M. a.seliteycnapahnccon  ALL ITEMS ARE FOR DISCUSSION AND POSSIBLE, ACTION  1. Call to Order/ Determination of Quorum  2. Public Comments  3. Additions, Deletions, and Adoption of the Agenda  4. Approval of Parks & Recreation Minutes from Thursday, March 23, 2023  5. 25th Anniversary Celebration Update - Wake the Forest Dogwood Tree Planting (4/28/23)  6. Presentation of Scout Project Proposal- Mr. Logan Lewis 7. Update from Village Maintenance Employee John Lepke  8. April 10, 2023 Council Meeting Recap: Budget Meeting, Hailey Lemonis' Girl Scout Project Proposal, Weddington Garden Club Partnership for the Community Garden, Landscaper Contract, Fountain Installation, Mayoral Appointment of Parks and Recreation Chairperson  9. Parks and Recreation Chairperson Recrutment/Search 10. Quote and Approval for Gutter Repairs to the Bandshell  11. Event Planning: review of Easter Eggstravaganza; Movie Night (5/26/23); Rock n' Roller Party  (6/10/23); options for traffic control  12. Parks & Recreation Master Plan/Bathrooms Picnic Shelter Update  13. Other 14. Adjourn  Note: The Village of Wesley Chapel holds all public meetings in accessible rooms. Any individual with a disability who needs an interpreter or other auxiliary aids or services for this meeting should call (704) 839- 182 at least 48 hours before the scheduled meeting. Please turn off any cell phones, etc. while meeting is in  progress.    Approved May 25, 2023  NESLE)  VILLAGE OF WESLEY CHAPEL PARKS AND RECREATION REGULAR MEETING MINUTES WESLEY CHAPEL TOWN HALL 6490 Weddington Road, Wesley Chapel, NC28104 April 127, ,2023-6:30PM  Committee Members Present: Chairperson Pat Utley, Chad Greer,JimH Hill,Julie Thomas, Wayne Todd, Others Present: Mayor Amanda Fuller, Council Liaison Mike Como, Administrative Assistant Amy Mumpower, Maintenance Employee John Lepke, Chris McBride, Brad Horvath, Scout Logan Lewis Chairperson Utley called the meeting to order at 6:34PM. A quorum was present.  Alternate Pam King  Committee Members Absent: Gordon Oliver  1. Call to Order/Determination of Quorum  2. Public Comments  Mr. Horvath spoke to the committee and told them that Council had their 2023-24 budget review meeting earlier in the week. Council was receptive to the budget proposal that the committee submitted. The request to hire a consultant to help develop the committee's master plan generated the most discussion. Council requested that Clerk Queen call Land Design, a design firm, to obtain a general estimate on the cost of using a consultant. She received a quote of $45,000-$47,000. Council approved $40,000 and stated they would like to start with having the consultant develop a resident survey, instead of having it done in-house. Other budget highlights include approving the purchase of a tractor, decreasing the requested for event budget from $5000 back to $4000 per event, approving funding to expand the irrigation system, and concrete/Dlacktop repairs. The handrail for the stairs leading up to Weddington Road was removed as it is a lower-priority item. Mayor Fuller received a quote the night before for the cost of the dam remediation, which was $750,000-5900,000. Mayor Fuller informed the committee that the bridge replacements were moved from repairs to capital improvements. She said that Clerk Queen received a very nice breakdown from Land Design of all the steps/costs involved in the creation of a master plan, and she supports the committee discussing what they would like to include in the master plan sO that more companies can be contacted to receive more preliminary estimates. Mayor Fuller also said that the reason the dam is an ongoing issue is becausei iti is currently listed in "fair" condition, which prevents approval for most grant funding. Council ist trying to get on the County's hazard mitigation plan but are not eligible due to the number of dams Liaison Como spoke and shared some more information from the budget meeting, including Council approving 5% raises for Mr. Lepke and Mrs. Mumpower, the tractor and irrigation upgrades were approved, along with additional landscaping, concrete and blacktop repairs. Fish stocking for the pond was removed. He reminded the committee that this is not a final approved budget, there will be  that are classified as high hazard condition.  ap public hearing and meeting in June to approve it.    Apri/27, 2023 Parks and Recreation Meeting Minutes  Liaison Como recommended that it may be a good idea for the committee to discuss whether they want to keep him as the liaison- it may need to be added to the agenda. He stated he likes his role, but if the committee or new chair desires a change, now would be a good time to consider it. Chris McBride provided an update for the 25th Anniversary celebration, which will be held on July 15, 2023. The food vendors have been booked- Jersey Mike's, International Truck of Tacos King of Fire Pizza, and Abbott's Frozen Custard. A Sign-up Genius for volunteers has been created and distributed. Dogwood trees were planted earlier in the day and there is a commemorative tree specifically for the Mrs. Mumpower had a letter and certificate for Precision Plumbing for the committee to sign. This was requested from the Scout who completed the workout station at the park. Precision Plumbing  village.  donated all the materials needed to make the station. 3. Additions, Deletions and/or Adoption of Agenda  Chair Utley added consideration of the received landscaper bids as 10A (Quote and Approval for Gutter Repairs toi the Bandshell). Liaison Como asked if they should add an item regarding continuing his service as liaison. Mr. Todd responded by nominating him as committee liaison. Mr. Hill seconded  it.  The motion passed unanimously.  4. Approval of Parks and Recreation Minutes from Thursday, March 23, 2023  Mr. Hill made the motion to pass the minutes from the March 23, 2023 Parks and Recreation  committee meeting. Mr. Todd seconded it. The motion passed unanimously. Discussed in public comments  5.2 25th Anniversary Celebration Update Wake the Forest Dogwood Tree Planting (4/28/23)  6.F Presentation of Scout Project Proposal- Mr. Logan Lewis  Mr. Lewis gave a presentation to the committee to earn his Eagle Award. He is proposing that he finish the retaining wall. The wall was started a few years ago but never completed. He has landscaping experience and has donations for the stone from Castano Design and Build. It will match the existing wall. Mr. Lepke will be donating the mortar. The section he will complete is about 46' long and 1'wide. Mr. Lewis has nine volunteers lined up to help, and he should be able to complete it in one weekend. He has outlined the project details and will have assigned tasks for everyone, for example, one person will be responsible for making the mortar, another person will be assigned to move stone, another person will mix the mortar, etc. He wants to have it completed by June 10th and is available to present Mr. Todd made the motion that Parks and Recreation recommends that Council approves the  to Council at their May meeting.  construction of the retaining wall. Chair Utley seconded it. 7. Update from Village Maintenance Employee/John Lepke  The motion passed unanimously.  Mr. Lepke had several announcements for the committee. First, he stated that there is an ongoing issue with older children using the playground inappropriately and getting hurt. He has had to intervene on numerous occasions. The cutting wall that was built by the Weddington Garden Club and  161 Page Book 2023A    Apri/27, 2023 Parks and Recreation Meeting Minutes  vandalized is repaired and in use again. Trees were planted by Scout Matt Balan and are beautiful. Union County's arborist worked with Mr. Balan to assist in selecting the heartiest varieties to plant. Mr. Balan will water them regularly. Twenty-five Dogwoods were planted earlier in the day and look The garden bed that was in the community garden area has been relocated to a location with full sun, and Mr. Lepke planted an herb garden in it. The Scout who created the project did come to the park recently with a group of people to plant flowers, sO Mr. Lepke constructed a new bed for her to Discussion continued regarding how the community garden will operate. Council requested that the committee develop a plan detailing how they wish it to function. Mr. Lepke has been talking with the Weddington Garden Club as they had an interest in overseeing the gardening duties, however, there has been a recent change in leadership, and there is now concern whether it will be possible as they do not want to promise something to which they cannot commit. Mr. Lepke proposes holding regular volunteer days with planned specific activities/tasks as it will be a great way to create community engagement. He needs the committee to finalize and put it in writing SO that it can be approved by Council and proceed as there is a Scout who is hoping to complete the building of the garden beds as his Eagle Award project. Mr. Todd stated that he thinks the proposed rules look good and Liaison Como reiterated that Council needs to see a solid plan for the long-term upkeep of the garden sO that it does not fall into disrepair. Chair Utley told the committee that they used to hold regular volunteer days, and this may be a good reason to start having them again. Mr. Lepke affirmed that the regular volunteer days used to be very successful but had trickled off. He feels that having some sort of regular program that people can volunteer for would be popular. Chair Utley also suggested that there may be other garden clubs that will be interested in collaborating. Mrs. Thomas Mr. Hill made the motion to recommend to Council that they approve the proposed community garden rules and guidelines and hold regular volunteer days to help with maintenance of the garden. Liaison Como asked Mr. Lepke if he will be able to fit the new tractor in the storage container as Council stated it needs to be stored there. Mr. Lepke confirmed and said that he has been discussing purchasing it with Clerk Queen. It is his understanding that the state has a contract with John Deere, SO a Request for Proposal (RFP) will not be needed. Clerk Queen is verifying it. Liaison Como would like to see an estimate of annual maintenance costs. It may not be needed for the first year of ownership, but it will need to be added to future years' budgets. He also asked Mr. Lepke if he was happy with what Council approved for his budget and if there was anything he would like to change to his budget. Mr. Lepke mentioned that he would have preferred receiving $5000 for landscaping  spectacular.  use.  recommended community volunteer groups like Optimist Club or Rotary.  Mr. Todd seconded it. The motion passed unanimously.  instead of $3000 but he is fine with it overall. 8. April 10, 2023 Council Meeting Recap: Budget Meeting- discussed during public comments.  Hailey Lemonis' Girl Scout Project Proposal - her project proposal was approved by Council. Weddington Garden Club Partnership for the Community Garden - discussed during public Landscaper Contract - Mr. Lepke stated that the committee will need to make a recommendation for their preferred landscaper to Council. Mrs. Mumpower showed the bid proposals to the  comments  committee and discussion was held.  171 Page Book 2023A    Apri/27, 2023 Parks and Recreation Meeting Minutes  Mr. Todd made the motion to propose to Council that they accept the lowest valid bid that was  received, which is Unity Landscape. Mr. Hill seconded it. Fountain Installation - tabled until water and sewer are available.  The motion passed unanimously.  Mayoral Appointment of Parks and Recreation Chairperson - Council appointed Mrs. Utley as Chairperson of the committee. Chair Utley stated that she really must have a co-chair to help. She asked the committee if anyone would be interested. Discussion will continue when all members  are present.  9. Parks and Recreation Chairperson Recruitment/Search  Discussion continued from the previous agenda item (#8, April 10, 2023 Council Meeting Recap). Mr. Hill pointed out that the committee has member vacancies, one regular and an alternate, and feels the committee should focus on actively recruiting new members, which will then help with finding a CO-  chair.  10. Quote and Approval for Gutter Repairs to the Bandshell  Liaison Como received a quote from Mike's Gutters to repair the gutters on the bandshell. A brief discussion was held regarding funding. Chair Utley made the motion to recommend to Council that they make a budget amendment to move $400 from events to repairs for the gutter repairs. Mr. Hill  seconded it. 11. Event Planning to bad weather.  The motion passed unanimously.  -Review of Easter Eggstravaganza- the event went well. It was moved toi inside Southbrook Church due -Family Movie Night (5/26/23)- the committee chose Top Gun: Maverick. There is concern about the late start time. Discussion was held, and the committee decided to have the gathering start at 6:30PM and the movie starting at dusk. Union County Library will provide a craft, and Jersey Mike's will sell sandwiches, chips, and drinks. The committee will provide yard games, popcorn and glow necklaces. Mrs. Mumpower received a quote from Munchee's for the popcorn. She received different pricing options and asked the committee what they wanted to do. Popcorn for large groups can be sold by the bushel. Bushels of buttered popcorn cost $15. They can bag it in individual servings for $2 each. Another option would be to buy bags from Munchee's or somewhere else and the committee pre- bag the popcorn ahead of time. The committee decided that Mrs. Mumpower can find the most economical solution and do that. She will also call some movie theaters to check the cost of The committee also discussed the possibility of showing another movie geared towards very: young children in Chambers. Council will need to approve. The committee decided to purchase some yard games such as cornhole boards, soccer and foot balls, tug-o-war rope and other outdoor activities. -Rock n' Roller Party (6/10/23)- Mr. Todd will book the DJ. Mrs. King reported that Union United Methodist Church Snack Shack is providing the food (hamburgers, hot dogs, potatoes). She is searching for another vendor to provide something cold. Mrs. Mumpower is developing a flyer to distribute. Yard games will be available. The time of the car show is 4-7PM, and the awards show will  purchasing from them.  18 I Page Book 2023A    Apri/27, 2023 Parks and Recreation Meeting Minutes  be at 6:30PM.  The committee talked more about hiring Bird Dog Traffic Control to manage the road crossing on Weddington Road and entrance into the parking lot. It has become difficult to have deputies sign up and commit to events recently. Other nearby towns use them for their events and are happy with their services. Council had several questions that needed to be addressed, and Chair Utley will add Mr. Todd made motion to recommend to Council that they utilize the most recent estimate from Bird Dog Traffic Control to provide parking services for events. Chair Utley seconded it.  this as an agenda item for the next Council meeting.  The motion passed unanimously.  12. Parks & Recreation Master Plan/Bathrooms Picnic Shelter Update  The bathroom and picnic shelter project has been tabled until the dam is finished or nearly complete. The committee briefly discussed how to research grants and be prepared to start applying. The committee discussed how they would like to proceed with starting the survey process of the master plan, if approved, and if they can begin the process of obtaining RFPS for consultants.  13. Other  Mrs. King said there is a large hole in the boards on the pier and asked how it is normally fixed. Mr. Todd said Mr. Lepke and Liaison Como usually do, and he can say something to Mr. Lepke. Mrs. Mumpower told the committee that Texas Roadhouse had visited Town Hall and stated they would be interested in being involved in Village functions and events. They are very dedicated to  supporting the community. 14. Adjourn  Chair Utley made the motion to adjourn the meeting and Mr. Todd seconded it. The motion passed  unanimously and ended at 8:47PM. Rs Pat Utley, Chairperson  Prepared Administrative Assistant  Mumpowér,  Mner  191 Page Book 2023A