Town of Pleasant Garden Recreation Board February 27, 2007 Kirkman Municipal Building Next meeting scheduled for 03/27/07 Minutes Regular Meeting In attendance Georgia Amick Jan Cox Chris Culler Brent Lewis, Vice Chairman Mary Ann Yow Brenda Patterson Judy Wyrick, Chairwoman Also in attendance Lockhart / Town Clerk Darla Robenolt / Asst. Town Clerk (PT / Temp.) Eddy Patterson / Council Liaison Rick Wallace / Mayor Lynn Willis / Pleasant Garden Post Audience 1 Call to order at 7:00 p.m. by Wyrick Invocation given by Councilman Patterson The Pledge of Allegiance was recited A quorum was present Introduction of Darla Robenolt / Asst. Town Clerk (PT / Temp.) Approval of Minutes Minutes from the January 23, 2007 meeting were presented for review and comment. Wyrick made a motion to approve the January 23 minutes. Cox seconded the motion; 7/0 the motion carried. Unfinished Business Event Dates (Chairwoman Wyrick) Firemen s Appreciation Dinner - Date for the dinner is Wednesday, September 12, 2007 at 6 p.m. Georgia Amick is event chairperson and will coordinate activities. Independence Day Celebration Saturday, June 30, 2007 is this year s official Independence Day celebration for the Town. Wyrick has spoken with the people at the Pleasant Garden Community Center (PGCC) about the Center s availability for that day. If the PGCC is available to us then we are encouraged to use the entire facility. Yow asked if the Turkey
Shoot building is available to us, even if we don t do Turkey Shoots anymore. Per Lockhart, turkey shoots are only allowed in AG (agricultural) zoned areas and PGCC is PI zoned. 5-K Run & 1-Mile Fun Run Brent Lewis mentioned that the date (1 st Choice = September 15 th / 2 nd Choice = September 8 th / 3 rd Choice = September 22) for the run has not been resolved with Off-N-Running nor with Henry Tripp because Tripp has broken his arm and can t commit to a run at this time. Lewis suggested Tripp may be interested in helping / assisting someone else to get this scheduled and planned. Wyrick asked to table the event discussions and decisions until next meeting. Pet Day Jan Cox announced that Saturday, October 13, 2007 has been selected and agreed upon with Guilford County Animal Control for the Town s Pet Day 2007. Cox will also get in touch with the SPCA, etc. to set up pet adoptions. Veteran s Day Program To be held Sunday, November 11, 2007 at 2:00 p.m. Chairwoman Wyrick mentioned that Guilford County requires new forms and revised procedures this year. Wyrick asked that discussions and decisions be tabled until the next board meeting. Town Anniversary (10 th and 250 th ) - Councilman Patterson asked about the Town s 10 th Anniversary and 250 th Anniversary festivities and what s to be done. Wyrick said she doesn t really know who to call to get things rolling, but will take it on as a project. Yow stated that Martha Boren is the contact person at the historical society. Wyrick asked that the Asst. Town Clerk send Boren a letter. Wyrick mentioned that there had been some previous discussion about adding the Town Anniversary festivities to either the Veteran s Day or Independence Day celebrations. Litter Sweep Days (Spring and Fall) - The state will set the dates, per Yow they are usually in April and October, and provide use with flyers. Supplies are in the storage room at the town hall. Events Budgets Wyrick mentioned that there is a line item in the Town s budget for each and every event. The chairperson for each event should stay closely aligned with Lockhart to stay within budget for their event. Keep all receipts for money spent. The original receipt should be given to Lockhart and a copy should be kept with your board record of the event. Job Description for Soccer Commissioner This item was tabled at the December 2006 meeting. Wyrick stated that Lockhart distributed a copy of the suggested job description to each of you (attached). Lockhart mentioned that having the job description is to cover Town liability issues. Culler asked if the job description / liability coverage also covers him as the Asst. Commissioner / Acting Commissioner when Lewis is unavailable. Lockhart said he would add an item to the job description to the effect that should the Asst. Commissioner step into the Commissioner position the job description covers that person as well.
Soccer Program Brent Lewis, Soccer Commissioner reiterated the pertinent soccer dates for this season: Onsite Sign-Ups: March 3, 10, & 17 at the town hall 9:00 a.m. 2:00 p.m. Opening Day: Saturday, April 14 Closing Day: Saturday, June 2 Commissioner Lewis stated that the Town should make a decision as to whether the soccer fields are permanent or temporary so a fence can be put up around the field as soon as possible, as well as a gate [NOTE: At the January 2007 Recreation Board meeting Wyrick motioned to support the soccer program with the purchase of two gates totaling $2400.00 from NC Tool. The motion was seconded by Amick and carried 7/0.] The most important thing is for the fence to provide protection from the road and act as a deterrent for people coming / going onto the field. A nonpermanent fence can be put up if the fence may need to be moved in the future. It can be split rail and not anchored in concrete. Yow asked if there were funds to pay for the fence and/or gate? Lockhart assured the board there s a Town budget line item. Lewis voiced his concern that there are only 2-3 weeks left from the next Town Council meeting (March 13) until spring soccer season begins (April 14) and concerned that it may not be enough time to approve the fence and get it put up. Wyrick made a motion to take the soccer field fence item before the Town Council for presentation. Yow seconded. 7/0; motion carried. Welcome Packages Wyrick asked Lockhart if anything more had been done since the package had been sent to the Town Council comments, corrections, etc.? Councilman Patterson asked if there were any discussions as to how the new welcome packages would be distributed other than the previously discussed walk-in distribution at the Town Hall building? Chairwoman Wyrick suggested the package could be available through the Pleasant Garden website and Lockhart concurred that he would make sure to get the welcome document available on the website. Chairwoman Wyrick asked Lockhart when the packages will be printed and if they will be in color or B/W. Lockhart said they would be in color and suggested he have 12 or so copies printed up for each of the Board and Town Council members to look over for any corrections before the main print is done. A budget line item needs to be added to next year s budget so these packages can be printed. Chairwoman Wyrick suggested the welcome packages be distributed to local realtors and schools. Some discussion took place about taking the business directory out of the welcome package since it would require constant updating and the SECBA booklet pretty much lists all the businesses along with the fact that the Pleasant Garden website lists local businesses and is much easier / faster to keep updated. Chairwoman Wyrick suggested that the businesses should be left out of the welcome package and listed, updated, and maintained by the Town Administrator s office on the Town s website. Everyone on the Board agreed. [NOTE: A motion was not made.] New Business Independence Day - Wyrick mentioned the Board had received a letter from Joel Ellington of Performance Pontiacs of the Carolinas. Ellington was in the meeting audience and Wyrick asked him to reiterate his concerns as voiced in his letter to the Board. Ellington mentioned that his organization has been putting on a show at the Pleasant Garden Independence Day festivities for the past 5 years and would like to do so again this year. They hand out flyers, which are copied on paper the Town supplies to them. They have volunteers from their organization direct traffic in town as they cruise the roads and display their cars. Their volunteers collect their own show admission money, of which the Town gets one-half of the money collected. The Town provides
the funds for the program s awards and since they get one-half the show admission, the Town doesn t really have to make a monetary expenditure in this activity. Ellington asked that the Board approve his organization s request to participate in the Town s Independence Day festivities again this year. Wyrick made a motion to accept Ellington s proposal for his organization to participate in the Town s Independence Day festivities for 2007. The Town will pay for the trophies and awards and will be reimbursed ½ of the admission gate fees. Lewis seconded the motion. 7/0; motion carried. Wyrick mentioned she had attended the Independence Day meeting at the Pleasant Garden Community Center (PGCC). She suggested that someone from the Recreation Board and/or Town Council attend each PGCC meeting in the future to stay abreast of the PGCC s programs and work toward an integrated community. The meetings are usually on Sundays at about 3 p.m. Wyrick offered to attend if no one else wanted to do it. Wyrick also suggested we may want to think of some type of unified activity in the future to raise funds for a charity or worthy cause. She suggested something like a 2-inning softball game between the Community Center, Town Council, Recreation Board, Fire Department, etc. Soccer Program - Lewis mentioned that 4,500 soccer sign-up forms are ready for distribution to schools, etc. He asked for volunteers to help distribute them Jan Cox and Georgia Amick volunteered. Lewis asked that the Asst. Town Clerk (Darla) take an action item to call the News & Record to give them the Town s soccer program sign-up schedule, play schedule, and a downloadable copy each of the sign-up form and soccer sponsor form. SportsKidsPlay Newspaper - New local paper that we want to be sure that we let them know of all our Town s activities so they can publish it. Senior Luncheon - Wyrick stated that the Town does a good job for our seniors, but anyone who wants to may attend the senior luncheons, whether of age or not, to let the seniors know about the Town s programs and how they can become involved, volunteer, etc. Farmers Market - Per Wyrick, she s already received an inquiry regarding ownership issues at the Farmers Market. She asked that the issues be tabled until the next meeting since the market doesn t start until June 2. The Town Square newspaper - Wyrick stated the Board should to make sure to get all the Town s events listed in the paper each quarter (it s printed quarterly). It s to be printed soon so all the Town s recreation activities need to be given to the paper within the next 2 weeks. Wyrick and Lockhart will meet within the next week to discuss what information should be sent to the paper. Ad for Volunteers in the Pleasant Garden Post - Wyrick mentioned that an ad needs to be developed to incite volunteers to sign up for activities in Pleasant Garden not just a classified ad for volunteers, but something to get people out and signed up. Southeast Community Business Association - Wyrick mentioned that each Board member has received a SECBA booklet containing a listing of all the local businesses. This is a valuable resource to look to for activity sponsors as well as to alert when Town activities may affect their business, e.g., parades, loud noise, etc. We need to stay aware of these businesses and work for their support and look to them for support.
Chair / Co-Chair Packages - Wyrick tabled this agenda item until the next Board meeting. Pleasant Garden Community Center - Wyrick stated that most of the PGCC items had already been discussed. She reiterated our need to be proactive in working with the PGCC in the future for the good of community unity. Public Comment Lynn Willis, Pleasant Garden Post Voiced her concern about some web-based information she discovered that Yost & Little Realtors display based on zip code entry into their database. The information they display for Pleasant Garden is very unflattering (substandard living units, mobile and prefab homes, lower prices than actual, etc.). Lockhart will call Yost & Little to discuss this with them. Staff Comment No comments Board Comment Mayor Wallace thanked the Board and welcomed the new members. He stated that the Community Center facility is rented out for June 30. At this point if the other party has made the final arrangements for that date then Pleasant Garden needs to know now in order to finalize a site for our fireworks, etc. Councilman Patterson mentioned the Zambelli (fireworks company) is willing to do the Town s fireworks display no matter where the site. Adjournment Wyrick made a motion to adjourn, seconded by Yow. The motion carried 7/0 and the meeting adjourned at 8:25 p.m. Clerk Date Chair