Parks & Recreation Commission

Parks & Recreation Commission Agenda Monday, August 25, 2025 at 5:00 PM Economic Development Center, Council Meeting Room 803 South Main Street, Culpeper Page 1. CALL TO ORDER 2. CALL OF ROLL 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES 4.1 July 28, 2025 3-4 7-28-2025 P&R minutes.pdf 5. PUBLIC COMMENTS 6. UNFINISHED BUSINESS 7. NEW BUSINESS 7.1 Major Event - Healthy Culpeper 5 - 11 The Commission will consider a request by Culpeper Human Services to utilize Yowell Meadow Park for Children’s Day at the Park. The event will be held October 18, 2025 in Pavilion A. 1 Application.pdf 2 Letter 7-28-2025.pdf 3 Combined Comments.pdf 7.2 Major Event – Haunted Hustle 5K & Spooky Sprint 12 - 25 The Commission will consider a request by Culpeper Renaissance, Inc. to utilize Yowell Meadow Park for a family-friendly event. The Page 1 of 33  event will be held November 1, 2025 in Pavilion A. 1 Application.pdf 2 Proposed Parking Plan.pdf 3 Insurance.pdf 4 Comments PD.pdf 5 Comments TM.pdf 6 Comments PW.pdf 7.3 Major Event – Special Olympics Bocce Ball Practice 26 - 33 The Commission will consider a request by Tabitha Freeman to utilize Yowell Meadow Park for Special Olympics Bocce Ball practice. The practice will be held every Thursday from August 28, 2025 to September 9, 2025 from 6:00pm to 7:00pm. 1 Application.pdf 2 Comments TM.pdf 8. OTHER BUSINESS 8.1 Chair Report 8.2 Commissioner Member Comments 9. FOLLOW-UP ITEMS 9.1 Update on Disc Golf Course 9.2 Comprehensive Plan Update for Parks & Recreation Section The Commission will discuss updating Chapter 9, Parks, Recreation & Open Space, of the Town’s Comprehensive Plan. 10. ADJOURNMENT Page 2 of 33  MINUTES Town of Culpeper Parks & Recreation Commission Regular Meeting – July 28, 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 David Duey Corrinn Compton Gwen Steele Members Absent: Jamie Dyke Staff Present: Sandra Puryear, Town Planner Andrew Hopewell, Director of Planning and Community Development Kelli Carmichael, Planning & Zoning Assistant Approval of Agenda Motion: By Mr. Duey, to approve the amended agenda Seconded: By Mr. Barrett Vote: Approved 4-0, 1 Absent Approval of Minutes Motion: By Mr. Barrett, to approve the minutes as presented Seconded: By Mr. Duey Vote: Approved 4-0, 1 Absent Comments & Correspondence from Citizens on Items Not on the Agenda Mr. Hopewell noted that the meeting was advertised for the Culpeper County Fieldhouse rather than the Economic Development Center and that there was a citizen making their way to the meeting from the advertised location. Motion: By Mr. Barrett, to hold a recess until the citizen arrived at the meeting Seconded: By Mr. Duey Vote: Approved 4-0, 1 Absent Recess began at 5:04pm The meeting reconvened at 5:10pm. Unfinished Business None. Parks & Recreation Commission Minutes July 28, 2025 Page 1 Page 3 of 33 New Business Major Event – Culpeper Minutemen Chapter SAR: Ms. Puryear presented a request by Culpeper Minutemen SAR to utilize Yowell Meadow Park for an education day with Culpeper County Public Schools. The event will be held on October 14, 2025 – October 16, 2025 in Pavilion A. Motion: By Mr. Duey, to approve the application as presented Seconded: By Ms. Compton Vote: Approved 4-0, 1 Absent Major Event – Mayoral Candidate Jon Russell: Ms. Puryear presented a request by Jon Russell to utilize Yowell Meadow Park for a community event with Mayoral Candidate Jon Russell. The event will be held on August 17, 2025 in Pavilion A. Ms. Puryear provided the comments from the Town departments to the Board at the meeting. Ms. Puryear noted that there will be a mariachi band in attendance. Motion: By Mr. Duey, to approve the application as presented Seconded: By Mr. Barrett Vote: Approved 4-0, 1 Absent Comprehensive Plan Update for Parks & Recreation Section: Ms. Puryear opened discussion with the Commission regarding Chapter 9, Parks, Recreation & Open Space, of the Town’s Comprehensive Plan. Mr. Hopewell went over the intent of the plan with the Commission. Discussion ensued regarding the Commission’s role in the Heritage and Kestner Wayside Parks as well as the Town’s financial contribution to the pool. Other Business Chair Report: Ms. Steele informed the Commission that she has been attending the Culpeper County Parks & Recreation Advisory Committee meetings. The County Parks & Recreation will be doing outreach at CRI events. Ms. Steele suggested that the Town Parks and Recreation Commission could do outreach at CRI events. Discussion ensued regarding outreach opportunities. Ms. Steele inquired about how to access and export the park rental calendar. Ms. Puryear shared the steps to do so. Ms. Steele inquired about new murals planned for Yowell Meadow Park. Discussion ensued regarding future art planned at the park and budgeting. Commission Members Comments: Ms. Compton praised Public Works for the work in keeping Yowell Meadow Park clean. Follow-up Items Update on Disc Golf Course: Ms. Puryear updated the Commission that Public Works is planning to move the course this week, weather permitting. Ms. Steele noted that the tee signage will need to be updated since the tees will be relocated. Update on Park Benches along the Nature Trail: Ms. Puryear informed the Commission that all benches have been installed by Public Works. Update on Heritage Park: Ms. Puryear informed that Commission that Heritage Park is now open. Adjournment - The meeting adjourned at 5:40 pm. _________________________________ ___________________ Chair Date Parks & Recreation Commission Minutes July 28, 2025 Page 2 Page 4 of 33 Page 5 of 33 Page 6 of 33 Page 7 of 33 Page 8 of 33 Page 9 of 33 Page 10 of 33 Page 11 of 33 Page 12 of 33 Page 13 of 33 Page 14 of 33 Part 1: Detailed description of the purpose, nature, and all activities and their scheduled time-frame to take place at the event: The Culpeper Renaissance, Inc. (CRI) Haunted Hustle 5K & Spooky Sprint is a spirited fundraising event aimed at fostering community engagement and supporting local initiatives. This family-friendly event encourages participants of all ages to enjoy a fun-filled day while promoting a healthier lifestyle. Proceeds from the race will contribute to CRI’s Business Grant Program, facilitating the growth of downtown Culpeper's retail market. By expanding the volunteer base and creating diverse funding streams, this event will help establish downtown Culpeper as a vibrant destination for visitors, businesses, and residents alike. Join us for a day of community spirit, exercise, and celebration as we work together to build a stronger, more connected Culpeper! 6:00 AM - Setup: • Arrive early to set up registration booths, signage, and water and waste stations. • Set up the start/finish line and mark the racecourse. • Refreshment vendors set up – coffee, lemonade, donuts, etc. 7:00 AM - Registration Opens: • Check in participants and hand out race packets (number bibs, medals, etc.). 7:45 AM - Pre-Race Briefing: • Announce race rules, safety guidelines, and the course map. 8:00 AM - Race Start: • Officially start the race with a countdown. 8:45 AM – Spooky Sprint Start 9:00 AM – Medals Presentation for 1st, 2nd, 3rd place winners 9:30 AM – 11:00 AM – Refreshments and camaraderie 11:00 AM – 12:00 PM - Clean Up Part 3: Event location or route of event (list the Cross Street or landmark for the starting and ending locations; also include staging areas): The course will start at the North Blue Ridge Avenue parking lot grassy area of Yowell Meadow Park (Gardner Street side). Runners will remain on the hard surface, running towards the Daughters of the Revolution nature trail and leaving the park there. They will continue on the nature trail and follow back around to the Gardner Street parking lot. They will make one more additional lap on the hard surface at Yowell Meadow Park ending at the Gardner Street Parking Lot. Registration will be located at the N. Blue Ridge Avenue grassy area by the restroom. Page 15 of 33 Event finish will be in the Gardener Street Parking lot with vendors and food trucks. PART 4: Events in Town Parks: Provide an area map indicating the location of all items associated with your event. Some common items associated with events in the park include, but are not limited to: 5K Trail Page 16 of 33 Part 5: Security Plan Lt. Ashley Banks, and Master Sgt. Jason Smith with the Town of Culpeper Police Department are on the CRI 5K Committee and are assisting with the security plan for the event. The event area at the Gardner Street Parking lot will be completely closed to vehicle parking with physical barricades at 6:00 am with assistance from the Department of Public Works. CRI also works with the Department of Public Works to place no parking signage. Event vendors can set up from 6:00 am until 6:45 am. All vehicular traffic within the event ceases promptly by 6:55 am. Registration will begin at 7:00am. The inability for vehicles to enter the Gardner Street parking lot ensures the safety of those pedestrians within the confines of the event area. Volunteers are staffed at the N Blue Ridge Avenue start line, throughout the park trail and at the finish line area of the Gardner Street parking lot, and the event plan calls for Culpeper Police Department presence at the event. Parking will be open at the N. Blue Ridge Avenue parking lot. Page 17 of 33 CRI 5K Proposed Parking Plan: 2. County Lot: CRI has confirmed with Sam McClaren with the Culpeper County Administrators office that we can utilize the county lot on Blue Ridge Avenue for additional parking. 3. Public Parking: Participants will also have access to Yowell Meadow Park parking lot, on- street parking, and the Cameron St., Spencer St., and Piedmont St. parking lots. 4. Parking Map: CRI will create and distribute a parking map to all participants in advance to ensure all parking options are communicated. Page 18 of 33  DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 08/14/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT PRODUCER NAME: Amy Dodson PHONE FAX Maloney & Ward Insurance Agency, Inc. (A/C, No, Ext): (540)825-9121 (A/C, No): (540)825-6515 E-MAIL 202 W. Evans Street ADDRESS: adodson@maloneyandward.com INSURER(S) AFFORDING COVERAGE NAIC # Culpeper VA 22701 INSURER A : West Bend Mutual Insurance Co INSURED INSURER B : Culpeper Renaissance Inc. INSURER C : 127 W. Davis Street INSURER D : INSURER E : Culpeper VA 22701 INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ 100,000 MED EXP (Any one person) $ Excluded A Y N A829244 11/3/2024 11/3/2025 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ Limit: $1,000,000 Directors & Officers Liability A Coverage N N A829529 11/3/2024 11/3/2025 Total Aggregate Limit: $1,000,000 Retention: $1,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) A)Liquor Liability Policy #A942594, $1,000,000 Limit/$1,000,000 aggregate 11/3/2024 to 11/3/2025 for Third Thursday Concerts & Gnarly Block Party only Re: Policy No: A829244-Special Events Liability Coverage to include Farmers Market, 3rd Thursday Concerts and Holiday Open House & Tree Lighting, Downtown Trick or Treat, Hop & Hog, Gnarly Block Party, Downtown Fall Family Movie Night, 5K Event 11/1/2025 The Town of Culpeper is named as additional insured applicable to the General Liability policy. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Town of Culpeper 400 S. Main Street AUTHORIZED REPRESENTATIVE Culpeper VA 22701 Fax: Email: © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Page 19 of 33 Sandra Puryear From: Ashley Banks Sent: Friday, August 8, 2025 9:32 AM To: Sandra Puryear; Ashley Clatterbuck; Anthony Schoch; Shelly Plaster Subject: RE: Major Event - CRI Haunted Hustle & Monster Sprint Good morning, No issues from the PD. We have already be working with the organizers for the event and they are keeping everything in the park. Lieutenant A. R. Banks Community Policing Division Culpeper Police Department 740 Old Brandy Rd. Culpeper, VA 22701 540-212-8002 (Cell) 540-829-5512 (Office) abanks@culpeperva.gov FOIA Disclaimer You are hereby advised that, pursuant to the Virginia Freedom of Information Act, written correspondence (including, but not limited to, letters, e-mails and faxes) from and to the Town of Culpeper and its officials and employees, and others acting on its behalf, may be subject to disclosure as being a public record. This includes the e-mail address(es) and other contact and identifying information for parties involved in the correspondence. From: Sandra Puryear <SPuryear@culpeperva.gov> Sent: Friday, August 8, 2025 8:29 AM To: Ashley Clatterbuck <aclatterbuck@culpeperva.gov>; Ashley Banks <abanks@culpeperva.gov>; Anthony Schoch <ASchoch@culpeperva.gov>; Shelly Plaster <SPlaster@culpeperva.gov> Subject: Major Event - CRI Haunted Hustle & Monster Sprint Good morning, Please see the attached for CRI Haunted Hustle & Monster Sprint Fundraiser. The event will be held on November 1st at Yowell Meadow Park. Please let me know if you have any questions or comments by Friday, August 15th. Thank you Sandy Sandy Puryear, CZA Planner Town of Culpeper 400 S. Main Street, Suite 301 Culpeper VA 22701 (540) 829-8260 (phone) (540) 829-8279 (fax) 1 Page 20 of 33 2 Page 21 of 33 Sandra Puryear From: Ashley Clatterbuck Sent: Friday, August 8, 2025 1:46 PM To: Sandra Puryear; Ashley Banks; Anthony Schoch; Shelly Plaster Subject: RE: Major Event - CRI Haunted Hustle & Monster Sprint Good afternoon, I have no comments or concerns. Thank you, Ashley R. Clatterbuck, MMC Town Clerk O: (540) 829-8240 | F: (540) 829-8249 | C: (540) 717-0867 Town of Culpeper 400 S. Main Street, Suite 105 | Culpeper, VA | 22701 Website: www.culpeperva.gov This message is intended only for the use of the individual to which it is addressed and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient or the employee or agent responsible for delivering this message to the intended recipient; you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. FOIA Disclaimer You are hereby advised that, pursuant to the Virginia Freedom of Information Act, written correspondence (including, but not limited to, letters, e- mails and faxes) from and to the Town of Culpeper and its officials and employees, and others acting on its behalf, may be subject to disclosure as being a public record. This includes the e-mail address(es) and other contact and identifying information for parties involved in the correspondence. From: Sandra Puryear <SPuryear@culpeperva.gov> Sent: Friday, August 8, 2025 8:29 AM To: Ashley Clatterbuck <aclatterbuck@culpeperva.gov>; Ashley Banks <abanks@culpeperva.gov>; Anthony Schoch <ASchoch@culpeperva.gov>; Shelly Plaster <SPlaster@culpeperva.gov> Subject: Major Event - CRI Haunted Hustle & Monster Sprint Good morning, Please see the attached for CRI Haunted Hustle & Monster Sprint Fundraiser. The event will be held on November 1st at Yowell Meadow Park. Please let me know if you have any questions or comments by Friday, August 15th. Thank you Sandy Sandy Puryear, CZA Planner Town of Culpeper 400 S. Main Street, Suite 301 Culpeper VA 22701 1 Page 22 of 33 (540) 829-8260 (phone) (540) 829-8279 (fax) 2 Page 23 of 33 Sandra Puryear From: Anthony Schoch Sent: Wednesday, August 13, 2025 10:17 AM To: Sandra Puryear; Ashley Clatterbuck; Ashley Banks; Shelly Plaster Subject: RE: Major Event - CRI Haunted Hustle & Monster Sprint Good morning, No issues from PW. Thank you, Anthony Schoch Operations Manager Town of Culpeper Public Works O: (540) 825-0285 C: (540) 219-1548 E: aschoch@culpeperva.gov From: Sandra Puryear <SPuryear@culpeperva.gov> Sent: Friday, August 8, 2025 8:29 AM To: Ashley Clatterbuck <aclatterbuck@culpeperva.gov>; Ashley Banks <abanks@culpeperva.gov>; Anthony Schoch <ASchoch@culpeperva.gov>; Shelly Plaster <SPlaster@culpeperva.gov> Subject: Major Event - CRI Haunted Hustle & Monster Sprint Good morning, Please see the attached for CRI Haunted Hustle & Monster Sprint Fundraiser. The event will be held on November 1st at Yowell Meadow Park. Please let me know if you have any questions or comments by Friday, August 15th. Thank you Sandy Sandy Puryear, CZA Planner Town of Culpeper 400 S. Main Street, Suite 301 Culpeper VA 22701 (540) 829-8260 (phone) (540) 829-8279 (fax) 1 Page 24 of 33 2 Page 25 of 33 Page 26 of 33 Page 27 of 33 Page 28 of 33 Page 29 of 33 Page 30 of 33 Page 31 of 33 Sandra Puryear From: Ashley Clatterbuck Sent: Friday, August 15, 2025 3:52 PM To: Sandra Puryear; Ashley Banks; Anthony Schoch; Shelly Plaster Subject: RE: Major Event - Special Olympics Bocce Ball Practice I have no concerns or comments. Thanks Sandy! Ashley R. Clatterbuck, MMC Town Clerk O: (540) 829-8240 | F: (540) 829-8249 | C: (540) 717-0867 Town of Culpeper 400 S. Main Street, Suite 105 | Culpeper, VA | 22701 Website: www.culpeperva.gov This message is intended only for the use of the individual to which it is addressed and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient or the employee or agent responsible for delivering this message to the intended recipient; you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. FOIA Disclaimer You are hereby advised that, pursuant to the Virginia Freedom of Information Act, written correspondence (including, but not limited to, letters, e- mails and faxes) from and to the Town of Culpeper and its officials and employees, and others acting on its behalf, may be subject to disclosure as being a public record. This includes the e-mail address(es) and other contact and identifying information for parties involved in the correspondence. From: Sandra Puryear <SPuryear@culpeperva.gov> Sent: Friday, August 15, 2025 8:17 AM To: Ashley Clatterbuck <aclatterbuck@culpeperva.gov>; Ashley Banks <abanks@culpeperva.gov>; Anthony Schoch <ASchoch@culpeperva.gov>; Shelly Plaster <SPlaster@culpeperva.gov> Subject: Major Event - Special Olympics Bocce Ball Practice Good morning, Please see the attached for Special Olympics Bocce Ball Practice. The practice will be every Thursday from 8/28/25 to 9/9/25 from 6:00pm to 7:00pm. I apologize for the short notice but if you could review the application today and let me know if you have any comments by Monday, August 25 that would be greatly appreciated. Please let me know if you have any questions. Thank you Sandy Sandy Puryear, CZA Planner 1 Page 32 of 33 Town of Culpeper 400 S. Main Street, Suite 301 Culpeper VA 22701 (540) 829-8260 (phone) (540) 829-8279 (fax) 2 Page 33 of 33