CANCELED - Parks & Recreation Commission

CANCELED - Parks & Recreation Commission Agenda Monday, January 26, 2026 at 5:00 PM Economic Development Center, Council Meeting Room 803 South Main Street, Culpeper Page 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF AGENDA 4. ELECTION OF 2026 OFFICERS The Commission will hold annual elections for officers, including Chair, Vice-Chair, and Secretary positions. 5. APPROVAL OF MINUTES 5.1 Minutes from December 8, 2025 3-5 12-8-2025 P&R minutes.pdf 6. PUBLIC COMMENTS 7. NEW BUSINESS 7.1 Proposed Bylaw Change 6 - 13 2.1 -Amended Bylaws - November 2024.pdf 2.2 - Memo - Student Bylaw change.pdf 2.3 - Memo - Differently Abled Bylaw change.pdf 8. UNFINISHED BUSINESS 9. REPORT OF THE COMMISSION Page 1 of 16  9.1 Chair Report 9.2 Commission Member Comments 10. REPORT OF TOWN STAFF 10.1 Update on Disc Golf Course 10.2 Update on Changing Stations 10.3 Major Events Guidebook/Best Practices 14 - 16 3. - Major Events Guidebook-Suggestions.pdf 10.4 Comprehensive Plan Update for Parks & Recreation Section The Commission will discuss updating Chapter 9, Parks, Recreation & Open Space, of the Town’s Comprehensive Plan. 11. OTHER BUSINESS 12. ADJOURNMENT Page 2 of 16  MINUTES Town of Culpeper Parks & Recreation Commission Regular Meeting – December 8, 2025 803 S. Main Street – Economic Development Center Call to Order Chair Ms. Steele called the meeting to order at 5:02 p.m. Call of Roll Members Present: John Barrett Jamie Dyke Corrinn Compton Gwen Steele Members Absent: David Duey Staff Present: Andrew Hopewell, Director of Planning and Community Development Kelli Carmichael, Planning & Zoning Assistant Approval of Agenda Motion: By Ms. Dyke, to approve the agenda as presented Seconded: By Mr. Barrett Vote: Approved 4-0, 1 Absent Approval of Minutes Motion: By Ms. Dyke, to approve the minutes as presented Seconded: By Mr. Barrett Vote: Approved 4-0, 1 Absent Comments & Correspondence from Citizens on Items Not on the Agenda None. New Business Geocaching: The Commission held discussion on adding a geocaching container at Yowell Meadow Park. Staff noted that an application did not accompany the request. Motion: By Ms. Dyke, to approve adding a geocaching container to Yowell Meadow Park Seconded: By Ms. Compton Vote: Approved 4-0, 1 Absent Additional Shade at Rockwater Park: Ms. Steele opened discussion on the three shade options provided by Staff. Ms. Steele inquired about informing the public that they can bring their own pop- up tents via signage. Mr. Hopewell will inquire about signage with Ms. Puryear and noted that Staff does inform the public of the option to bring their own pop-up tents when inquiries come to the Department. Discussion ensued regarding the options and potential locations. Mr. Hopewell Parks & Recreation Commission Minutes December 8, 2025 Page 1 Page 3 of 16 informed the Commission that Public Works will determine the final locations. The locations will be determined based on the ability of the ground under the shaded area to dry completely throughout the day but they will be in the vicinity of the splash pad. The Commission agreed on option three. Budget Items: The Commission went over the previously discussed “caution” signage in the areas needed at Rockwater Park and Disc Golf basket signage as items to include in the budget request for FY27. The funds for the changing stations that will be added in all bathrooms and the reconfiguration of the Disc Golf course have already been allocated and do not need to be included in the FY27 budget. Staff will research dog waste stations at Heritage Park and the mulched area around the East Culpeper Street lot and provide those numbers to the Commission. Ms. Steele asked that Commissioners email her any additional items they wish to add and she will pass it along to Staff. Mr. Barrett drafted a job description for a Parks and Recreation Coordinator for the Commission to review. Discussion ensued regarding details and potential changes to the draft job description language. Staff noted that Human Resources will makes the appropriate changes based on equivalent positions. Motion: By Ms. Dyke, to include a Parks & Recreation Coordinator position to the FY27 budget request Seconded: By Ms. Compton Vote: Approved 4-0, 1 Absent Staff reiterated that the “caution” signage, Disc Golf basket signage and Parks and Recreation Coordinator position would be included in the FY 27 budget request. Unfinished Business None. Report of the Commission Chair Report: Ms. Steele informed the Commission that she was still in talks with CAMBO. She and CAMBO walked through the BMX trail determined that it is not a BMX trail and that the signage should be removed. CAMBO plans to provide a mountain bike trail plan for the Commission to review. Commission Member Comments: Mr. Barrett inquired about the old utility building on Spring Street and whether or not they’ve been converted to residences. Staff confirmed that those are now residences. Report of Town Staff Update on Disc Golf Course: Mr. Hopewell informed the Commission that Public Works is working to get the course corrected to what is shown in the packet. Ms. Puryear is in the process of getting the “caution” signage for the areas of the park where the course crosses the walking trail. Update on Changing Stations: Mr. Hopewell informed the Commission that the changing stations have been delivered and will be installed in the park restrooms by Public Works. Major Events Guidebook/Best Practices: Discussion ensued regarding areas of the Guidebook/Best Practices that Mr. Barrett was seeking clarification on. Staff and the Commission provided clarification on these items in question. Mr. Hopewell requested that any additional comments be provided to Staff by the end of the year to allow Ms. Puryear to provide the Commission with a draft version at the next meeting. Parks & Recreation Commission Minutes December 8, 2025 Page 2 Page 4 of 16 Comprehensive Plan Update for Parks & Recreation Section: Mr. Hopewell noted that the Planning Commission’s ideas for the Comprehensive Plan tie into the goals of the Parks and Recreation Commission. Staff is requesting that the Commission email their ideas for what they wish to be included in a vision statement as well as some of the things that are valued about the facilities and amenities in Town. These ideas will be complied and brought to the January meeting for discussion to determine which items to incorporate into the Comprehensive Plan. Discussion ensued regarding the Commission’s desire for input from differently-abled residents and the school-aged community. The Commission also discussed amending the bylaws to allow youth membership on the Commission. Other Business None. Adjournment - The meeting adjourned at 6:00 pm. _________________________________ ___________________ Chair Date Parks & Recreation Commission Minutes December 8, 2025 Page 3 Page 5 of 16 Page 6 of 16 Page 7 of 16 Page 8 of 16 Page 9 of 16 Page 10 of 16 Page 11 of 16  Town of Culpeper Memo To: Parks and Recreation Commission Members From: Sandy Puryear, Town Planner Date: 01/26/2026 Re: Proposed Bylaw Changes ___________________________________________________________________________ Per your request, I have provided discussion items for the proposed bylaw changes. This proposed change would pertain to adding a student(s) representative to the Commission.  Adding two non-voting student positions to the Commission. This would allow for a student from Culpeper and Eastern View High School to be able to represent the students of Town of Culpeper.  Adding one non-voting student position to the Commission. This would allow one student to represent the entire student body for Town of Culpeper.  Should the individual(s) serving be a resident of the Town?  How long should the individual’s term last?  Page 1 Page 12 of 16  Town of Culpeper Memo To: Parks and Recreation Commission Members From: Sandy Puryear, Town Planner Date: 01/26/2026 Re: Proposed Bylaw Changes ___________________________________________________________________________ Per your request, I have provided discussion items for the proposed bylaw changes. This proposed change would pertain to adding a differently abled representative to the Commission.  Should the position be filled by an individual who is differently abled or by a local organization that represents the differently abled community?  Should the individual serving be a resident of the Town?  Recommend not changing the bylaws to add a differently abled representative.  Page 1 Page 13 of 16 Major Events Guidebook - homework Town of Culpeper Question? Should the Town offer two separate forms? 1. For Major Events (could include fields and pavilions) 2. For general pavilion and field rentals Additions - Page 3: Under application submission – A method to advertise “at least 60 days in advance of the proposed event”, so the public understands the time schedule. Under approval process – #3 Application Review:  Approval add; “at its next scheduled meeting”. Question: Does the applicants original request date be honored?  Presentation – highlight; The Applicant will present the proposed… After the first sentence – Parks and Recreation Commission add; at its next scheduled meeting. Question: should age and proof of residency be included General Information - page 6: #1. Under Layout –  Add: open field spaces #3. Compliance Question: Should a pre-event decibel tester be used if music is played?  Add: Applicants must have issued rental permit to verify rental if requested by Culpeper Police or any Town staff member. Page 14 of 16 Additions-page 6 to be considered:  Applicants must be 21 years or older  All signs, balloons, streamers and other items must be taken down after each event. Signs cannot be attached to any trees, light poles, or existing park signage. Park signage shall not be blocked in any way.  List what facilities are ADA accessible  Applicant hereby guarantees and assumes full and exclusive responsibility for the safety of persons and property of all participants and activities including, without limitation, players participants, staff officials, agents or lessee, spectators and member of the public in attendance at either activity contemplated hereby, or actually conducted by the Applicant.  Applicant agrees to notify and request permission for the sale of items including but not limited to tickets, goods or services, or if admission fees are sold or collected at said event. ???  Applicant is responsible for compliance with Americans with Disabilities Act, as it relates to the event, performance, and services to be provided in relation to the event for individuals with disabilities.  Applicant agrees to reimburse the Town of Culpeper for any damage of public property as a result of the Applicant’s use of the facility.  Applicant and guests shall not exclude anyone in participation, deny anyone benefit of, or otherwise subject anyone to discrimination because of the person’s race, color, national origin, age or disability.??? Food and Beverage Concessions – page 6: Question: Should there be included a Hold Harmless Agreement? Addition-Page 6 for consideration As in General Information above and is listed in Sanitation section #3 – may want to reference again as a reminder that a reimbursement fee maybe assessed for Town clean-up. Traffic – page 7 #2. Parking: Add: Information of additional parking in County parking lot. Must inquire with the County for availability. Add: Designated parking for handicapped (on location park map and in print). Page 15 of 16 Security and Safety Procedures – page 7 Addition – Page 7 for consideration  Pets must be kept on a leash no longer than six (6) feet and remain under control of their handler while on Town property. Pet owners are responsible for pick-up, bag and placement of pet feces in the appropriate containers. Service and Fees-page 8 Question: Besides $100 administration fee, are there fees for pavilions, fields, etc. and resident, non-resident? Is the administration fee refundable? Quick Checklist – page 12 Addition – Page 12 for consideration  Add check blocks to include pavilions, ballfields, open fields or courts Page 16 of 16