Great, we got quorum here already, too. All right, Austin.
All right. Mic is on.
Okay, thank you. Thanks, Austin. Good morning, everyone, and welcome to our
August um PRNG board meeting. Going to meet call
the meeting to order at 9:00 exactly. So, thank you all, welcome. And we also
want to welcome Councilman Eck who'll be on our agenda for later today
this morning. Um first up on the agenda is consider
allowing remote participation. We are all in present.
None needed, okay. Second item is the adoption of today's
agenda as published. Take a motion to um adopt as published. All in favor?
» Aye. >> Aye.
» Aye. >> Motion passed.
Next up is adoption of the previous meeting minutes that Austin has
distributed from the July 14th, 2026 PRNG meeting. Um any questions? back. I
guess the motion is to um pass the to adopt the meeting minutes as published.
All in favor? >> Are you making that motion?
» I make a motion to pass to make a motion to adopt. Making a motion to adopt the
meeting minutes from July 14th, 2026. All in favor?
» Aye. >> Okay, motion passed.
Next up we have public comments, and I know this week we have a new process.
Anything? >> We we do, but no one has signed up, so
you're good to move on. >> Okay, so we'll move on. Moving quickly
through the agenda. Uh first up is our presentation um public and private
partnerships, and we have Councilman Eck here to present that to us.
» Um I'm pulling it up right now. Give me 1 second.
» Uh Thank you, board. I really appreciate
the the time that that you're taking out to um
hear a proposal that I've uh wanted really throw out for the board's
consideration. Um
and as we bring it up, there we go. Um
I I just kind of cut to the One of the things I've I've noticed um
since being on the board since, you know,
December is the
great potential that Marvin has to build public and private partnerships. I think
it's a very wealthy town, to be quite frank. Um and a very generous area. And
I think there are a lot of opportunities that we can use to
tap into the the generosity and the willingness of individuals and companies
to contribute to the improvement of Marvin. Um and what I was
um thinking is that it would be a great place to begin to kind of tap into that
potential. To work with the the planning board on
the setting up, you know, some kind of a more formalized public-private
partnership process where we could tap into,
um like I said, the individuals and companies in and around Marvin um to
improve Marvin. And the um Parks and Recreation Board looked
like it was the most natural place for that because that's the kind of place
where I I think there'd be the most interest
from the public in, you know, contributing to improving Marvin. Um so,
let me just kind of go through here.
Um
And and the the reason why I wanted to to do that is obviously is it helps keep
our tax base down and it also provides an opportunity for the people
who care most about a project to contribute to it. So, whether it's
medians improvements or um go to the next slide.
Um roundabouts or park infrastructure, I think it'd be a great opportunity for,
you know, folks to contribute. I think what we what we really need is a way
more, at least in my mind, a more formalized way of doing it.
Because we'll have grants and then we'll we'll go around and we'll do interlocals
and things like that, but really not tapping into the residents directly or
or into the companies. And I think if we had a more centralized function,
like maybe and I was going to say that like a 501c3
ultimately, that could establish the relationships with the
companies and the individuals and then prioritize specific projects for that
public-private partnerships. >> I was going to throw in and just to kind
of add to to what Tom said, you know, I
think many of us have had children that have come up through Marvin Ridge High
School and so forth and you know, one of the things that we've always seen there,
you know, everybody has their their kids in one activity or another. But but I
remember when my kids were doing it and doing cheerleading and theater. You
know, you had a a vested interest of people, you know,
but not only do they look to give their own money,
but many of them are corporate executives, you know, that that
you know, are looking for beneficial relationships with you know,
their their local governments and things like that. So, you know, [clears throat]
I think in some ways if if any of you folks have had
experiences with the PTA or the booster club or things like that. Those are some
of the skills and and and capabilities that you know, we think might also help
translate, you know, to to helping to make Marvin a better place as well.
» And I give you another example, too, is which and I'm not saying that this isn't
necessarily true, but let's just say ballfields. You know, if we do a survey
of all the residents in Marvin, most of the residents will say the ballfields is
not a priority. But it's a big priority for a smaller percentage of folks. And I
I I personally think we we'd benefit from it. Um and I'm
thinking this would be an opportunity to you know, for those folks that really
want, let's say, to have ball fields to you know, leverage um their passion by
you know, reaching out to other folks who may be interested in you know,
contributing to to creating them. So, I think it it long way of saying I think
it it fills a void um that may not necessarily be you know, addressed by
tax dollars. >> Yeah, and and we may tell talk a little
bit more about this, but you know, we've been discussing the sport park and and
something >> Fitness, please.
Okay. >> fitness place
» Right. The pickleball court. >> And
you know, if you get a chance, you might go back
to to our meeting yesterday and we did have some discussion about that and I'll
share more about that later. But, one of the things that you know, you come to
realize over time is that when opportunities present
themselves you have to be in position often times,
especially when you have grants that have matching things, you know,
these type of things if you have a planned infrastructure in
place um where where you know, you have different areas that you can tap and
things like that it's a lot easier to react and respond to opportunities
knowing that you have you know, this this underlying structure in place, too.
So, part of this might be helping to kind of build that that infrastructure
so that when we do have opportunities, we're we're better able to take
advantage of them. >> Right. Yeah, yeah, locked and loaded for
getting those grants. >> So, I I was just saying the grants has
really been a big I mean, driver of so much of what we've had in our community
already. I mean, and I don't know if some of the public grants we're
receiving, are they allowed to have a matching grant from a corporate donor or
does it always have to come from the too? Do we know that? Because um
» Jill, Jill, do you do you have any feedback on that? You
know, um
» Yeah, as long as the village commits to a match, they don't care where we
actually get it. So, in fact, there are times, for instance, with part F where
we received a $500,000 grant. We had to match it 500,000. We actually matched it
250 because we received a grant to cover the other 250 of our match obligation.
So, that's totally acceptable to most grant agencies, yeah.
» And that's kind of stacking grants and so forth, but uh
I I think the question was also coming from private resources. Uh are those
typically acceptable, you know, to to help with matches and things like that
as well? >> I believe so. We'd always have to check
the fine print of any grant that we're agreeing to receive, but again, I think
the grant agency only cares that we come to the table with our matching portion.
I don't know that they care as much about where that match matching portion
comes from, whether it's private, corporate, or a village-funded um
payment through our own, you know, taxes or revenue sources.
Okay. Thank
» Um any other questions before I move on a
little bit? Um so, kind of moving on to the division thing
here, I think the the I I think there's a great opportunity there. And then the
I think the next question is, well, our how would we go about operationalizing
that and and realizing a a centralized way of obtaining commitments for,
you know, improvements. And I I think the way to do that, and and this is
what I've seen like in Charlotte, for example, the there they set up a 501c3
like foundation that is the hub for those grants. And that's one of the
things I think ultimately um the Village of Marvin could do, but
uh you know, you got got walk before you run. It's like, can I get an idea of
where we'd be able to, you know, tap into those resources and those matching
funds from
uh you know, the Marvin residents or adjoining companies and stuff like that.
So, that that's kind of the way I I see it shaking out. And the reason again why
I'm coming to, uh explain my vision thing to the um board is
I think it would sit here and I'd you know, appreciate as a councilman I would
definitely appreciate your feedback on it, but I also think it would be a good
thing for the um parks board to consider exploring and
carrying the water on ultimately. So.
Any questions? >> Austin, this is is this appropriate now
to then questions? Is there anything else on the presentation?
» Uh it's it's all kind of in there. Um but it's and like as far as like the
next steps, um you know, consider Yeah, basically I think it would be
helpful to have a lot sort of an exploratory committee to see if anything
I'm saying makes any sense at all. And if it doesn't, I'm perfectly happy to
say, "Thank you for your efforts." Um
but uh you know, I like I said, I think it presents a a unique opportunity or I
think Marvin is in a unique situation where we can really, you know, do some
of the stuff that isn't a priority for everyone, but is a big priority for
some. >> Okay.
» And and I don't know that it's specifically this board and its members,
you know, the ones eventually driving it. It's just
to what extent it, you know, almost kind of like Marsh kind of came out, you
know, of of um you know, a need that was seen in the
community. Um and and it kind of grew out of that
way for, you know, environmental type, you know, concerns and things like that
and wildlife and and and and those things. Um whereas this might be a
little bit different, but um I I can say that my experience has been over the
years that um I think I saw a pickleball called court
on there and we've heard that before and you know, um
we had one gentleman, you know, actually send us an email and say, "Listen, I'd
be willing to pony up $4,000, you know, if it you know, thought." And once you
think that there's one person like that in Marvin, then all of a sudden you
think there may be 10 people like that, you know, or you know, that that one and
that's just one example. Um but yeah, I think what Tom's talking about is more,
um you know, having that discussion to see if it seems something relevant and
we would even then, you know, just through talking about it, you might find
someone in the community watches one of our meetings and then says, "You know
what? Yeah, I'd be interested in in in doing that." Because we've also had, um
you know, one of the things Marvin doesn't hear have and I mentioned this
last night, uh we were talking about our land acquisition fund, you know, and you
know, one thing Marvin doesn't have is its own
little league, uh soccer, you know, athletics type things
and we have an issue where we don't have a
whole lot of land left for that and so forth, but if the opportunity were to be
available for us, you want to be ready for that opportunity with real estate or
things like that. Maybe there's a piece of property between us and Weddington or
us and Waxhaw where interested people might not want to go all the way to
WCWAA or Waxhaw Athletic Association, you
know, Marvin just won eight state
championships, you know, but we don't have our own youth leagues by and large
really because we we we don't have the places to do them. So, I I I think you
may find that as we investigate this, you know, we may see, you know, core
folks within the community kind of come together. Might be made up of coaches
and things like that, you know, that that have an interest.
» Okay. So, I That's awesome.
So, question Can we take questions now? Okay. Yeah, we'll feed back from anyone.
I've got a few, but I'll let you all speak.
» Um I was hoping you could talk a little bit more about the inter- the
the legal setup of it, looking at this last side slide, and the interface
between this board and whatever board is created, cuz they're not one in the
same. We're just an advisory board. >> Right.
» So, I mean, we can say, "Yeah, we're in favor of exploring this." But we It just
everything we do goes back to council. So, clearly you're I mean, I can see,
you know, independence from the village with its own important bylaws. What does
that look like and how does it interface with us here?
» Yeah, I'd say ultimately it would be I mean, the dream thing would be an
independent 501c3 that would be, raising its own money and and getting its own
contributors. Um
that that I think that's probably a little ways down the road. I mean, it
may not be as far as it seems to be, but from a legal standpoint, I would see
that as being like an independent foundation that would make would
ultimately make the matching grants. You know, the money would come in and out of
that foundation as opposed to coming in.
» money holding foundation, and then with regard to how that money gets dispersed,
that then is up to recommendations of this board and approving of council.
» I think that's what I was saying. >> Obviously, somebody has to say
» Yes, we want this in our community. >> Well, I I think the dispersal actually,
cuz if if it's going to be independent, the dispersals would have to come from
the foundation. >> Well, yeah, but
» They'd have to make the decision. But I think they would go
» They can't just say, "Oh, we're going to build a soccer field here" if council
doesn't want a soccer field there. So, there has to be some sort of
interaction, obviously, and and I'm not asking for like the exact details, cuz
obviously the document hasn't been drafted. I'm just trying to get a feel
for what that that interaction is. I mean,
the foundation holds the money. Council has to approve the project.
I assume. >> Or or the council would go to the
foundation or or parks would go to the foundation saying, "Hey, you know, we
have >> Right.
» a pickleball court or something that we're thinking about. Foundation, would
you you know, is that a priority for you? Can you Can you match our grants?
» I would also expect I mean, you know, with any 501(c)(3), you have to have a
mission, right? And so, we're I feel like some of this might sound a little
broad right now when I hear mixing of the roundabouts and roads with something
such as a park or a greenway. So, there's some you know, maybe that's
something that we'll do as an exploratory because if it's a foundation
as you're raising funds, you know, there's two different expectations when
someone is contributing to traffic but you know, mediation versus you know, the
wildlife the the things that >> Yeah, it's a little bit of a chicken and
the egg thing. It's like, "Okay, well, so what's your mission?" And your
mission's kind of be I think a little bit determined on where you can get the
money, you know, where where the money is.
» Also, but is the mission then to support to augment Marvin? I guess that's what
I'm I'm kind of hearing this is to augment the taxpayers, you know, deficit
or whatever I'm not saying deficit, but what we're saying is this is where we
can't meet the needs of the community. We're But that's not a mission to me.
That's just a funding source. That's a >> think the roundabouts and medians is
just the landscaping beautification of >> Okay, I'm sorry. I I heard it. Okay,
thank >> Yeah, I I noticed that this morning. I
was looking at that. I mean, it's kind of a lightning rod. It's like, you know,
let's talk about the landscaping. >> That that makes sense of where we found
where we're tied back to. >> Well, and any any nonprofit foundation
has the ability to restrict gifts. So, if a donor is
very passionate about bringing pickleball to Marvin, they could
grant a substantial amount of money and specifically state with their gift, "I'm
restricting this money to only be used on pickleball." So, that the foundation
couldn't then hand that money over to council for beautification of a median,
right? So, um there's ways that donors can restrict what and so that
they only support what's important for them through the foundation.
» Cuz we really don't have any kind of mechanism for that today. Like, you
know, we were we were talking about just last night we were talking about the
um athletic court proposal that National Fitness Council had had thrown out. And
I as much as
the members here did vote for it. It and eventually we took a pass on it. Um but
one of the things that struck me even though I voted for it, I'm like, that
has a $240,000 price tag. That is pretty pricey.
But and we may be able to get, you know, contributions from other municipalities,
but we didn't know for sure. And if we could have had, let's let's say we had
this 501c3 in place and we could have said, all right, well, we have a
commitment from the 501c3 to pay 20 or 30 or 40,000 on it. That makes it a
little bit easier. And it's a little more formalized as as opposed to
um you know, having to kind of jumble around each time an opportunity comes up
like John was saying. You need to be able to pounce on these grants.
» Well, it's been that's been an issue in the past is we've been like, hey, it's
totally in favor of this project. That's great. But um can we even afford the
grant? >> Mhm. Yeah.
» You know, I mean, we've got all this money
» to look for the grant. Yeah. >> get reimbursed or we have to match and
so there have been grants that we've potentially had to decline
because we don't have that funding source in place. So, I think it's a
brilliant idea. >> Yeah, and and and and that that is what
we did last night, but part of it was we'd have to start spending
you know, at least the 35,000 part of what we'd be quote matching
within 60 days. >> Right.
» You know, cuz there's often time limitations on these things that you
have to respond and and stuff like that. And when you think about having to go
through the budgeting process and you know, how we kind of have to lay out our
priorities for a year. Even if something is in our capital improvement plan,
it's not necessarily funded. So, then we have to, you know, take the time to have
Jill work through [clears throat] and and and do those things. So,
um you know, and and you know, part of it may also still be working with
organizations like Habitat Builders and things like that on projects that are
important to them, right? But we still have this funding structure in place
that, you know, might also bring funds to the table for, you know, things that
that that align with their interests there.
» One of the things I could see this being helpful for is, you know, state statute
is very clear on what I can and cannot spend
your tax dollars on. And a lot of it is some of it is gray, but a lot of it is
just wrapped around this concept of public use, right? So, for instance, we
have neighborhoods that maybe have aging or dilapidated signs at their entrance,
and they don't have the funds that they would need to replace those signs or
beautify them or make them look good, but they feel like they don't want their
neighborhood to be the eyesore in Marvin, right? So, obviously some of
those neighborhoods have already reached out to us because of our outgoing grant
um program that we just recently started,
but it's a really tough gray area where we sort of have to decide, you know, are
we spending taxpayer dollars to make one neighborhood sign look pretty, you know?
And could someone argue that we're not using the funds for the public at large,
we're just benefiting private owners of one neighborhood, right? So,
that's where this type of stuff could come because
there's probably people living in Marvin that obviously there are people that
care about what Marvin looks like, that want to see these neighborhoods look
beautiful because it just makes Marvin as a whole continue to be a wonderful,
beautiful community. But if if the village can't legally spend
taxpayer dollars on it, then a foundation like this would be able to
meet that need and stay within the statute the statutes and authority. So,
I think that would be another sort of helpful way that this foundation could
help where there might be neighborhoods that have a surplus of funds or just in
a private donor who's if it's only a few thousand dollars is
willing to pay to bring this older neighborhood up to up to speed, so to
speak. >> Right. And
and speaking of taxes, um sorry, didn't mean to interrupt, but
» No, I just wanted to mention my Rotary Club, we have a So, the club is a civic
club and then we also set up a 501(c)(3) so that um
we have members that are retired and they have to take their required minimum
distributions and what they do is they donate it to the foundation. So, I'm
sure we have a lot of residents that have to take their RMD and
you know, need avenues to donate that. So, there's another source of funds that
could come into to help cover. >> [snorts]
» And that would be and that's tax deductible if it goes to
a 501(c)(3), so it's kind of a win-win. >> Um
we just had to set up separate board members for the club and the foundation,
so but it it works out to keep things
separate and then when we do our fundraisers
then you know, they can donate to
the foundation and I can send them a donation letter which is very helpful in
getting donations. >> Yeah, to Jen's point, I definitely think
we would have to be really careful how we set up the the working arrangement
even if um I don't know if it would be a
conflict of interest. I don't think so, but I would think maybe even
somebody whether it's someone employed by the
village or even a council member would probably want to potentially be a board
member, but obviously would recuse themselves from certain votes and
things, but there's got to be some synergy where we can't have a bunch of
private residents pushing a ton of money in there to get their agenda pushed
through a private foundation and councils over here going, "Well, wait a
second. That really doesn't fit in with our strategic plan for the town or what
we're trying to do." But, you're sort of circumventing that potentially by going
through a private foundation. So, I do think there needs to be a synergy and we
would need to iron out those details, but definitely a worthy um cause. And
this is super common. A lot of municipalities have foundations,
especially when they're looking to have a library or something like that. Um
Yeah. So, I mean, I'm happy to reach out to other municipalities that have a
foundation like this through my finance listserv and maybe even just have a
conversation to ask, "What worked well for you? How did you get this off the
ground? What are the pitfalls that we're unaware of that you kind of learned the
hard way?" And maybe we can glean some really great feedback and um avoid some
of those pitfalls as we get this launched if if that's what you all
decide to help with. >> Thank you. You need a knowledgeable CPA
to guide through some of that. >> Yeah, I mean, hopefully that's
» Accounting. >> Hopefully somebody who's on the board of
this foundation would have that background because they are going to
need somebody and it can't be me to um run their books and um there's going to
be reporting requirements and you know, um
reconciliation of of their they're going to have to file their annual tax
statements and all of that. So, they'll need somebody with a finance background
to do it. Yeah. >> As I hear this and I and I think I like
the concept makes sense where we find the funds. I'm very concerned about kind
of the bandwidth in the of the community to to contribute because I guess we all
know in the schools, usually when your children in schools or sports, that's
where our residents put their effort. And I'd love to think that there's lots
of folks who are going to show up and, you know, queue up to be in our board,
but I am concerned. And there's also, again, a lot of folks because of their,
you know, either their their work positions or their, you know,
involvement in the community have other foundations that they're a part of. So,
I'm not saying we're competing, but I do, you know, given this what do we
have? 6,000 residents, the capacity of our community to step up and fill this
board. I am That's just one question in my mind is do we have the
people who will step up and consistently I mean, because running a board is time
and we don't fill these seats too well often.
So, that's >> You don't know until you try, right?
» And I agree and that's why I think you're saying we do some exploratory I'm
not and I'm not putting it down. I'm just saying when I hear that, I know how
this community has worked. There's been a lot of focus on children and education
and sports and I obviously it would be wonderful if folks come out and want to
support this town as well. >> Yeah. Yeah, I totally agree, Christian.
I I think one of the things like the first steps would be like reaching out
to friends and family to figure out, you know, reaching out to your networks and
see whether or not there might be an interest and, you know, really whether
or not we're going to be able to deliver on anything. Cuz you raised a good point
is you know, we're competing with we would
be competing with a lot of other good causes. And it it is a pretty small
community. We have a pretty small pool to draw from.
» But I think that's what we're saying. Just, you know, you you
signs on the field of Marvin Elementary are the same signs we'd want to have
what in our park, you know, so that and but but all good. I mean, if those same,
you know, groups have contributed, then maybe they just don't know there's an
opportunity to contribute also in our village.
» Well, I think the other benefit of this concept and it definitely would be in
favor of of pursuing it is that in addition to our actual community, it
gives us an opportunity to go beyond this community to get that funding.
Because we're looking at corporate partnerships and civic communities. So,
they don't have to be in Marvin to contribute to Marvin. They just need to
have some sort of nexus here to make it worth their while.
» Like right across the street. >> Yeah, yeah. When when when you think
about it, you know, when we talk about joke about the the donut holes in Marvin
and things like that. But, you know, I've always seen these are all members
of our community that we go to church with, we go to school with, we, you
know, >> Corporations and people
» all sorts of things we work with, yeah, you know, on on a daily basis. So, you
know, it's almost like you're looking at the opportunities here aren't just the
6,000, you know, citizens of Marvin that are in this, you
know, 10 square mile area. It's it's really the 16,000,
you know, residents of the community that are in this area because if it's
focused to public service projects, it is things that you know,
helping out their general community. >> And I wouldn't be surprised
» without being the village of Marvin. >> They may not staff the board, but they
may contribute to the funds. Am I right? That's what I was thinking more on the
actual manpower. >> Or they could be on the board too
because that would be a totally separate financing
» So, just just for clarity on next steps, so you the board, you guys are going to
talk amongst your own networks and see if there is general community interest.
Tom, are you looking for any other action from them formally or are you
planning to go to count take it take the idea to council next? Or
» Uh I'd love to get feedback from parks. That's why I'm here today is to get your
feedback and um you know, before we do anything with the
council and I'd love to you know, come back the next meeting and see if you
guys have any feedback or where we could go from there.
» Okay. Everyone okay with putting this on the next agenda just to come back to it?
» Yeah, if you're willing to wave for us to
» Yeah. >> Think amongst Think amongst ourselves.
» Well, yeah, I mean it could do it the next meeting when we talk about
it's one of the hard parts of the way the calendar works for us now because
we're not going to meet again until after this meeting.
» We should change that. >> [laughter]
» We're doing I'm having them change it for next year cuz council used to be
second Tuesday, then y'all moved it to the front and they'd already adopted
their schedule for the year, so >> Okay.
» So, for next year they're going to move it to the second week.
» Okay, cool. >> Yeah, that that'll make it a little bit
easier. I mean, I think I mean, if you needed
you needed a recommendation immediately, we could probably all chime in.
» To do an exploratory. >> Yeah, to do an exploratory. Yeah, we're
not officially committing, but um >> Yeah, I think we might need somebody to
kind of take the point on doing the exploratory.
» Do we have any Well, again, we could talk amongst
ourselves unless somebody wants to >> depends on your time frame whether or
not you can wait till the till the next agenda.
» Yeah, no particular time frame. I just don't want to lose momentum on it cuz
you know, if we set it too far out, then everybody kind of forgets about it.
» all have If you all can make a consensus right now, you don't you don't have to
discuss it again in a month if you're just giving consensus on exploring your
networks. You could make that consensus right now.
» Do we need to make a motion, Austin? >> So, just a quick point of clarification.
Um
you guys next month will actually meet before council. So, if you do meet on
September 1st to If you want to discuss during your September meeting, council
won't meet until actually the 14th. They're only doing one meeting that
month, so this board could have another discussion before council has another
regular meeting. So, you council have work session, they would meet, and then
they would they you guys have your regular meeting, so if you do want to
continue this conversation a month, that wouldn't be too bad on schedule.
» That makes sense. Let's just um put it on the agenda for September and then
continue. >> Okay.
» We can do that. >> Um
I don't know if this is closing this topic, and maybe this is coming up later
in Jill's report because you did mention um
the sportsplex being funded. >> share that as part of my council report.
» have some questions on funding, but we'll get to cover that then. Okay.
Thank you. Okay.
» Great. >> Thank you.
» Thank you, Tom. Appreciate your >> Thank you.
» Good to see you, sir. >> Thank you.
All right, next up on our presentations, we have unfinished business. Next up is
discussion recommendation on trailhead signage. I know Austin has attached it
um a mock-up of proposed signage. Just to
kind of give background, we have been talking about the need to identify our
trails and greenways in the Village of Marvin so folks know what they are
accessing, as well as potentially providing information about any of our
rules, restrictions, and and as things change and update, folks know, you know,
what is out there. Did some research and I think everyone who's ever walked on a
greenway has always seen some sort of a signage. In communities like our size,
Davidson, Chapel Hill, they actually have signed ordinances within their
parks and greenways stating how they want to have their greenways identified.
Um so, it's you know, very common practice. I don't think there's any
question that folks want to know where they are. The other reason too is as we
invest time and effort from our public works staff to go and maintain these
trails, we need to recognize the work that's being done and also have folks
have a way to communicate back. If you're on a trail and you have a tree
down, who do you communicate if you don't know what what you're on. So, I
think there's good rationale for why we want to have signage. The question is
» where you're where where it's not. >> It's not Well, that's true. Yes.
» Because, you know, there are concerns Well, that's exactly it. There are
concerns within the community that there are private trails that some some
particular neighborhoods have and things like that. So.
» Just a quick note on the signs. I took Christina's feedback, made a generalized
sign. You are You guys already have signs on trails for
no motor vehicles. So, this is just just to mark this is a trail and here's a
link to our trail map. So. >> But this is this is where you're
accessing. Is today the only place we have that signage is within Epperly
Park. And so, that's of course when that was built and I think that was the Eagle
Scout project or some Boy Scout project, which has been helpful. We're not
talking about wayfinding with actual miles and and direction. It's really you
are on a greenway. >> scout wants to take that on.
» Exactly. That could be something in the future. Or even as we talked about
sponsorship, I've seen trails in other communities where, you know, there might
be a sign this trail is supported by and then we could put whoever our corporate
sponsor is. But for now, you know, Austin and I were talking about keeping
this generic because, you know, we want to have a consistency. So, that's why we
just say trail access. We're not naming the trail. We're not putting an arrow to
where you're going. It's really And then there's a familiarity. Folks will see
this when they go to different parts of the community and now now I'm on a
Marvin Greenway because this is what our signage looks like.
» No, I like it. >> Any feedback, questions from what you
see there? >> I liked
the genericness of it. >> [laughter]
» Yeah. >> I mean, we could have, you know, we
could title the trails or or whatever, but um
this just serves all purposes. >> As far as ordering, too, it's a little
simpler, right? I mean, then we're not This arrow goes this way, this trail's
name is >> yeah, I mean, it probably wouldn't kill
us if it we, you know, had it had individual signs and and name to them,
but it's kind of superfluous and
» Mhm. >> easier to order in multiples if
» Sure. Michael, you good?
» How many signs would you be planning to put like in each park or trail?
» I think at at a minimum, the key entrance point, correct, Austin? We're
talking for >> for trail heads, so these should
» Trail heads. >> These should be publicly accessible
entrances. >> Mhm.
» Um entrances that are on village easements.
» Yeah. So, when you look
» Not on the ones that are >> Right. So, there's an Amber Meadow trail
that's going to cut off of Tom Short Road. Right now, there's just a vehicle
sign, right? That that would be a where a sign would go.
» And that's one entrance. That's that's one entrance.
» a one entrance. I think that where we might have some managing the signs is
like on the Marvin Loop because you can access it from multiple points off of
Joe Carr Road and down here and so, we don't want to like clutter it too much
with signs, but at least at kind of maybe one end or the other and in the
middle point, so when folks are accessing it.
» And and it's a process over time. >> Right. You can put them on
» We don't have to, you know, put everything out at once. We're we're
we're starting now. We're done We're we we would look to identify some of the
main areas of need. Um and then, you know, as we budget, you know, a certain
amount maybe each year or something like that. Um we we kind of fall into a a
cadence where, you know, we we eventually do more of them and so forth.
» we start small and then, I mean, minimum one entrance per, like you said, per
trail or if there's a two entrances, then there's two.
» These signs really only make sense at trail entrances.
» Yes, cuz it says access. >> Quick side note, I know this board likes
to do kind of projects throughout the year like signs here, signs there. In
future future years we probably should start planning an intentional budget
each year that way whenever you guys want to implement something we can make
sure that we have it in the budget and then we're not looking for funds.
» Yeah, and I was >> Yeah, and and and that's something just
so you're aware cuz you folks haven't necessarily gone through our budgeting
process. Um
I as your PRG liaison, I would probably, you know, start having those
conversations with
um the rest of council when we do like our retreat in January usually like like
the first or second week in January is where we even start kind of
brainstorming the ideas, capital improvement projects that are either
dedicated for the first year, three years, five years, 10 years down the
road. Um you know, just so that we're looking at our overall financial
picture. And then as we get into the budget
season, you know, um
you know, we expect while we may not be replacing Tyler with a PRG person, um we
are still looking to fulfill that role with, you know, more of kind of a
project manager. Um so that might be someone that we would work with to to,
you know, make a recommendation to council maybe in February or something
like that of, you know, these are the areas that we'd want to target and if we
could get a certain amount in the budget for the for this and and so forth. But
we we haven't been involved much in the budget process because we don't control
any money. Um that's really, you know, up to the council to to decide.
And yeah, and and and that I think that would be a a good thing, you know, for
us to start doing kind kind of at Austin's
behest and and probably Jill, of course, because anytime we find these little
needs, Jill's the one that has to scramble around to see if there's
pockets that are that are available to pull them.
» And And if if And John, if I may, what we can also start doing is like during
the CIP process when we're prioritizing trails, is just kind of bake some of
this estimate for, you know, a sign or two, depending on which trail project it
is, into that CIP estimate. Where um if we're looking to construct
you know, for example, the Heritage Trail.
» Um you know, where I don't I don't think those are as part of this site uh
this plan right in front of us, but in short, it's like if we're building a
trail or portion of a trail that year, type thing is maybe just go ahead and
plan to have signage installed as part of that project as a whole. I mean, I
think that's another way we can kind of start doing it where we stay on top of
it with any new construction. >> Yeah, I talked to Austin a little bit
about this um earlier this week, where I definitely uh maybe one of our fall PRG
meetings, we'll put an agenda item for us to be thinking about next fiscal year
and any potential wants or needs from this board, because what I would like to
do is start planning ahead, put that in the CIP, present it to council in
January, get their um backing behind it, and then be able to build it into the
budget, versus now, where Austin will come to me and say, "Hey, PRG wants to
do this." And then I say, "Where am I getting the money for that?" And we
we're kind of putting the cart before the horse. So, um and that's not a
criticism of y'all. That's just we have I don't think we've done a good job of
really pulling you guys in early and in and saying like, "Hey, let's have
conversations prior to budget season of what goals or needs this board has or
can anticipate prior to to going out for funding." And so, that's going to be a
priority for myself, but also hopefully the the new program manager, project
manager coming in. >> you're telling us that now helps us
start planning cuz January, that's perfect.
» Yeah. >> And as far as these signs go, though,
um if if this board wants to recommend
approval of purchasing and installing these signs, that would then go to
council. Council would make that final call. So, just know that what you're
recommending approval of might not be final form. Or council may may choose
not to do it. It just depends on what they want to do.
» Okay. And then so this will come up at the next council meeting, the way the
process works. Do we need to come and speak to any of this or can we help I
mean I'm just wondering can we help provide more context? Obviously, John
will, but is there anything else we can do from, you know, other examples of
communities? I just feel like this has come back and forth so many times and
I'm, you know, I don't I don't I feel like this has been a lot of effort from
our Austin, but just as a community we I think well, I know that we all believe
in this process. So, how do we >> Yeah, I I well, I think the fact and and
and I do like the idea of us having these more generic trail signs because
information can change and by referencing them like this specifically
to the QR code, that gives us more flexibility in terms of being able to
change things on the back side as >> literally move it around.
» as they're needed. Yeah, absolutely. So, um
you know, I I think, you know, it doesn't it doesn't hurt and, you know,
Tom's very approachable, the other council people. So, you know, it it if
you want to reach out and just express because, you know, we've had it both
ways over the years. There's waves of times where people say,
"Listen, I went to the website or this or it's confusing and I'm not sure where
the trail is. I saw it on the website, but I went there and where do you park?"
and, you know, stuff like that. And then, you know, we at one point I
» [clears throat] >> I remember us talking about signs that
actually had named signs for that and how long it was till
the next trail head and things like that. And people were like, "Well, no,
we don't want that much information, you know. So,
it it it it's really trying to strike a balance. And I think from council's
perspective, you know, when we're talking about just the costs of
implementing these signs and so forth, the fact that they're more generic like
that make makes you feel, you know, quite a bit better about, you know,
buying 10 or 20 of these, you know, than if you're buying individual signs of
things that information could change and and, you know, then you're chucking that
sign out with the with the bathwater, you know.
» They're about $45 each. >> $45 each, okay. And we have eight I
mean, we have five trails that don't have signs.
» So, you'd probably start off with 10 signs.
» 10 because we have different access points like Marvin Loop and probably
» You don't need them on the Marvin Loop. You really don't need them on the loop
because the loop doesn't really have an entrance.
You wouldn't You wouldn't put them at the park cuz you already have them. So,
between Amber Meadows, Talamore, uh the Preserve Internal Trail,
» Mhm. >> uh
» Heritage. >> Heritage.
» Mhm. I still believe somewhere on the Marvin
Loop, I know we don't have an entrance, but it still feels funny not ever My
only concern with Marvin Loop would be we never acknowledge that it's Marvin. I
mean, I think many folks might just think it's Marvin Creek because it's
surrounded by Marvin Creek. So, it This is also part of recognition and branding
of our community assets. So, that would be a um
» I might just want to maybe put a sign or two in the areas that aren't clearly
sidewalks. >> Yes.
» And and and the other thing though is when you're looking at these things,
when Austin works with the vendor, I'm sure there's some sort of economies of
scale where >> Not at not at this size. We had to
purchase a lot more for >> Okay.
Well, I I I was even thinking like 20 might be more than two.
A better deal than two, you know, or something like that.
» Okay, but 45 Do you have a question? >> Yeah, I was going to say, isn't there a
entrance in Marvin Creek for the Marvin Loop?
» There is when you come out of I think um >> Painted
No, no, not Painted Woods. >> the one
» It's a cul-de-sac, yeah. >> All right. Marvin
» Yeah.
Yeah, but but what you also understand is that
any sidewalk is also essential for the Marvin Loop is also essentially a
trailhead to to some degree because you know, the sidewalks are all public. So,
we're talking about you know, it being public use as long as
our Greenway like or the loop for instance
is connected to a publicly maintained Village of Marvin sidewalk.
That's that's essentially a connection there.
» Well, the good thing with the signs is as the loop grows, we can just keep
moving them out. You know, I mean I'm just saying there's there's there's room
to put them. So, >> And
and we've always talked about we don't want to inundate things too because
that's certainly something that we don't want in Marvin is just a litter of
signage, you know. >> I do need a motion I do need a motion
from you all if you want to send this to council. So, you would need a motion to
recommend approval of the trail access sign and to recommend installing the
signs at Village Trail Heads. >> Okay, I make a motion. Do you want me to
repeat that then? >> decide that.
» So moved. All in favor? >> Aye.
» Motion passed. >> I'll put that on council's next agenda.
» Okay, and thank you again Austin. You have done a lot with signage for us in
the past year and two.
Appreciate that. Okay, next up we have the discussion of
2026 Arbor Day coming around the corner. Hunter.
» All right. Um, so just want to have a brief discussion and kind of start
getting some getting a game plan together for our
Arbor Day event on Saturday, October 24th.
First thing I kind of wanted to discuss is
when I I would uh
invite all you guys to attend if possible. We had a really good turnout
last year and want to kind of like I said find a way to continue to grow this
and grow the programming of the event. With that being said, last year we did
it from 1 to 3. Um and I would just want to get some
feedback from the board and if that's kind of a similar time frame we want to
do. Uh essentially last year we did uh it we kind of coupled it with the
plant exchange and um we did a kind of planting um
educational uh
type thing where uh Trees Union we planted a tree. Uh my plan this year is
we we do something similar there again, but we might even plant a few more. Uh
even uh with some of the baby trees we got. Um and so uh
does any you know, does the board have any feedback? Does 1 to 3 sound good? Do
we or do we want to look at um something earlier in the day, something longer? Uh
just trying to get some initial guidance there um for this event.
» I don't see any problem with the 1 to 3. I'm trying to it it kind of depends on
what we're going to do. Like if we're going to plant 100 trees, which we still
have, well, 99 anyway. Um that's a different gig than planting the
one big one, right? They're little. Well, they're not that little, but um
» Are you envisioning like a kickoff like hey, we all land like whatever you say
you you rally folks and we all land in the park and then at 1:00 everyone
disperses to plant their tree and comes back? I mean or are you saying
» So completely random planting. >> Like a tree cleanup.
» Right, like a like a trap. >> Well, no, you you have a flag where you
want them to plant it, but I'm just saying are you thinking like this is the
day where you get folks to come together and plant versus just assume they're
going to do it on their own? >> Well, no, we have a lot of volunteer
organizations that we can tap that I think would if we would get it on the
schedule, they're ready to go. >> Yeah, that's kind of what I want to try
to get some of this nailed down so we can reach out to uh you know, the state
forestry service, uh Trees Union, um get Keith here with uh urban forester.
Uh which a lot of them have these the states already in their calendar. I'm
just trying to get the time has uh finalized. Um
I know some of the uh additional programming that we talked about is
potentially doing some trail walks uh with um I know Christina Cole and I have
talked about that. And opportunity once again look at trees
along our trails. I mean and other educational opportunities. I mean so if
we want to stick and you know to that one to three again like I said that's
completely fine. If we want to expand it this is kind of you know last year we
were putting together this application for
our tree Tree City USA. We kind of Christina Cole and Bob Nininger can't be
very helpful with me and I with the initial planning of this and now that
PRNG is our also the fact of tree board. You know this is something that I want
like I said to you guys to help grow
to grow the the event as in general but also grow you know these educational
programs for our Tree City USA certification.
So any I mean
I mean I said the time I mean one to three do we want to stick with just one
to three this year and then we or do or is that all good with everybody?
» Well is it something where
» [clears throat] >> it might be one to three which is the
formal event but then people are dispersed from then to go do
» Yeah. >> We could do some pre-work and we could
do some after work if we needed to. So one to three is nice in the middle and
we can work around it. >> Yeah we can advertise it from one to
three.
» I just just to add you had originally had us hold on the calendar for you
eight to two. So we do have someone that is looking to rent the barn starting at
three. >> Okay.
» So whatever event you have if you could try to be at least no longer needing the
barn by three that would be great or I can just move that renter out further.
» We shouldn't need the barn um
Yeah I mean we can do we want to look at doing from like 10 to 12?
10 to 12 and then that gives us a little leeway after if anybody wants to stay
and maybe do a treat, you know, a trail walk and stuff.
» Yes. >> Okay.
» Yeah, so it's because of that. Yeah. >> Or 11 to 1.
» 10 to 12. >> Yeah, will be the formal event.
» No, that's that's what we're going to talk about right now. So, she just asked
the question, um, are all those trees, and we're probably 120, let's say,
because it was a hard survey. We have 120 trees of various sizes and types. We
talked about Meadowlark, right? >> We we did. I and so my thought, this is
just another thought, want to get you guys' feedback. Now, once again, it's
going to really depend on, uh, turnout, is I do think there's a potential
opportunity for residents that do come and participate, maybe of giving them a
tree. Um,
uh, now granted, if we have 99 people show up, I I mean, we're not be very
impressed, but I I do plan on using some of those trees for some other, uh,
plantings, uh, throughout the village, but, um, you know, I can look at, you
know, further conversations with Trees Union and and Keith to see if if any
other tree, cuz I plan on getting a larger size tree for the actual planning
educational portion, um, similar to the one that we did last
year, but we do have, like I said, those smaller baby trees that we potentially
can look at giving giving some away, or we can do some type of raffle. I I don't
know, we can that's >> When he says baby trees, some of them
are >> Our talk Yeah, they're not Yeah, they're
still good size, but they're
» Some of them are this size. >> Yeah.
» But kind of going back to what Evan was saying, I think Meadowlark was one maybe
for this year with the, like you said, maybe a
» a portion of it goes to the community, but should we target some of for this
year the greenways where we have kind of spots? I mean, they've been on the loop
kind of right out here. There's a lot of sun exposure, so would this be a
thought? I mean, and the park, I mean, Christian, you have a better sense of
where we could use them. I know we talked about HOAs also picking them up,
but I feel like for now, we've got this surplus, we've got some greenways that
have opportunities in parks. >> I would I would like to focus on trees
that I know are going to get planted. Meaning, if you give them to somebody,
giving means they they don't have any value. So, they're going to sit
somewhere and maybe not get planted. So, I would prefer to focus on plants I know
are going to get planted. So, in common areas of HOAs, if we kind of help direct
that because also getting them planted properly, it's not hard. It's just
really easy to do it wrong. >> And And maybe what we can do is offer,
you know, if a resident or you know, if there's a member of an HOA that's there,
we can offer Yeah, because I said it's giving it to them cuz I think if you I
if they if we we are offering and they are interested in it, I'm hoping that
means that they are interested in them planting it.
And so, and then maybe we'll just set aside anywhere from like 20 to 30 and
you and I can get together on just kind of giving those out.
» The toughest ones. >> Yeah.
And And so, and then yeah, so maybe what we
can do is like I said, just keeping this high level and we'll get the more
details for the September meeting. So, we'll do it from 10:00 to 2:00.
We'll do one big tree educational planting.
And I mean, we can also potentially do even a small tree like a smaller tree
planting to show if there's any you know, from an educational standpoint,
especially if we're giving some of them away. I think it'd be helpful to do.
And then do some tree walk and or trail walks. And is there anything else that,
you know, >> could do another plant exchange if
people are interested in that. I think if we promote it more doesn't
hurt, doesn't cost anything. >> But
let me ask this. Um would it be
helpful to plan something like our public works
» [clears throat] >> team being available, you know, if we're
trying to do a lot that day or something and providing when maybe we rent an
auger or something like that that can that can help to
» Well, the new the the new trees we're talking about are like,
» We would need an auger for the big tree. >> big one, yeah.
» Which last year one of our former council members dedicated his time and
and dug that for us. I can reach out to him.
» Okay. >> Um to see if he wants to do it.
» that's what I was wondering. It might help it
» Yeah. >> even not just that one, but if you know,
for if we're 12 10:00 till 2:00 or 10:00
till to noon, you know, if we have >> We all have our own goals that we want
to do. >> We can send our volunteer groups out to
those spots on the greenways. >> And we can like I said, we can kind of
get some of those details planned out. I know Christina and I Good with
Christina on that. And if we need the rain, I'll get to see
if we have money. But I'll reach out to to Andy to see if he wants to also, you
know, volunteer. >> tell I just spent two days this week
digging out some fence posts and in our Cala
Carolina clay and rock and cement, so that's that's why I'm thinking sometimes
work smarter, not harder. >> Yeah.
» The other thing to wrap around that is the possibility of doing a mulch day,
which Matt and I have been talking about. I can get It's one of those
things that I can get um volunteers to do really well is mulch.
So, we can wrap that around that day, too, and really add some mulch to the
trees that we already have, so that we get to the drip line instead of
» the cone. >> whatever.
» volcano >> Yeah, well, we don't have any volcanoes,
but >> We don't, but I'm saying
» But we could that that's another thing that we could add to that day. If you've
already got people out, you know, most of the time people want
to do a couple of hours of volunteer work if they can.
» I said my goal my vision for this uh event over time is like where we do
spend a full volunteer day like half day or something like that and we're
planting trees at the park or or or at some village property.
Um and uh because I know like Huntersville last year for their Arbor
Day, they planted like like a hundred trees in one of their parks. Like And we
have And we we walked it with um uh our the
state forester when he came to give us all our lovely tree guides and stuff.
But we have a lot of opportunity at the park that you know, to enhance the
canopy out there, but still, you know, giving it having areas to to utilize if
it's in the lawn, but it also help with maintenance from from our guys over
time. And so that I mean that's something like we're going to be
building out the next year is building out a planting plan that we can start
Hey, this year we're going to plant X amount of trees based off of this and
here's, you know, the general locations of what we're looking for. So Um this is
just like I said second annual one and we're going to
like I said my goal is to continue continue to have it grow and make it
something special for the village. >> And and Matt did just share with me that
we actually do have in-house an 8-in auger.
» Okay, perfect. >> So
» [laughter] >> I don't use public things for my own
But uh >> The bigger tree we would have to either
rent or >> Okay.
» talk to the former council, but uh >> Cuz that was a big hole.
» Yeah. >> But with the smaller ones we do have
in-house auger and we can assist in any way possible.
» No, that'll be perfect. Perfect. So I'm wondering what what would be like
I said you'd be you'd throwing out some ideas next next meeting in September we
can kind of finalize all the ideas. >> Yeah, I'll come with a more finalized
plan. We're going to start Lucas is already putting together the banner and
some advertising materials and at the September Council meeting
Council will adopt their proclamation proclaiming uh
» Which one? >> the 24th or the Yeah.
» Do you need PR and D then to come up I mean I think we've tossed ideas the
forest walking, the plant Do you want Do you want something from PR
» Yeah, pick out some space at like where we think if we're going to add some to
you know, some of our areas if you're out walking one of the trails and
» I used to see them all the time. >> know, this is a perfect place for Let's
let's start kind of mapping those out in our minds and come back.
» Let me let me add this idea. If you're in a forested area and you want to add a
tree, you are very limited as to what will live in there. They like sun. So,
adding them out where we put the one last year,
putting more out there, there's a lot more likelihood that it
will survive than putting them in But, like I have to
» And that's why I was thinking there might be areas along the Marvin Loop.
» Or the edges of the edges of things cuz we do have
» Or the trailheads, you know. >> We have redbuds and and dogwoods. Those
are all ones that like the edges are inside the the the tree line a little
bit. What I'll do is make a list of what we have.
Uh we've only lost like two, I think.
» Do we have any evergreen trees that >> We have We have some uh Eastern cedar.
» Okay. >> Would you want to put those along
Meadowlark? >> He's working on a plan over there.
» Potentially to screen for the We can start like
we can for anything Meadowlark and Heritage, we'll I'll hit on them when I
get um in that update. Just >> Okay.
» Keeping it separate, but yes, we I've got a plan for that, too.
» But, what I'm going to do is get the volunteer organizations that I know get
this on their calendar so they know show up and be ready to do something.
» And then we'll have a plan of where they were going to plant. That's what we'll
work through over the next month. >> Hunter has his marching orders, but we
do for clarity, you guys have Someone said 10 to 12, someone said 10
to 2. What's the time? >> 10 to 12. Right. And then we might
extend it on either end of that. Just not
officially. >> From 10 to 12, yeah.
» is what we're advertising. That's what you need to worry about.
» And and then when do you need to know the specifics of what we're going to be
doing in addition to the planting if we're going to do with the forest walk
or the um plant exchange? Because for public for for communication, Austin.
» I think as long as we have that hashed out for September, then we can start
kind of putting I think in our social media posts. We're going to be like come
out, you know, for you know, tree planting educational um potentially, you
know, take home a tree. Well, if like start kind of putting that in the in the
like com- or in our thing.
We'll do We'll do it the week of. Cuz I know we I do know we have the
trick-or-treating in the park and so I'll just you we can get together cuz my
thought is in that same area where we planted last year
um and so as long as that's not being utilized for parking and we just rope it
off for safety.
Shouldn't >> You guys can have this conversation
outside of the >> I shouldn't need anything from me but
we'll talk.
» Okay. Um, thank you Hunter for your leadership
on this and exciting to have a next round of
And I have 100 trees that just got >> Right.
» And thank you to Troop 99 for watering those
three times a week. Yes. Well, not lately.
» Definitely needed it this year. >> Mother nature has been taking care of
that the last couple of days but yeah. >> Okay.
» Um, our next item up is for Hunter again. This is new business and we are
talking the recap of the comprehensive plan Greenway Master Plan open house
that was held last week. >> Yeah, so we um we had our open house uh
I guess a week and a half ago now. Um, we had pretty good we had really good
turnout. We had about I would say approximately 30-ish residents. Um, in
short uh a lot of feedback received regarding um
the new kind of the new way Came Worth kind of showing our conceptual trail map
and the prioritization over short, mid, and
long-term. Um I know both Christine has seen that and
John. This uh all this will be provided to you guys at your September meeting.
We should be getting a final draft. Staff should be getting a final draft
sometime in the next week or two. I actually have a call with Kimley-Horn
right after this meeting. And that final draft will come to to the
PRNG board in September. Ultimately,
I would say I have not received any type of formal like
document of summarizing all the feedback, but based
off of discussions I had with multiple
residents, you had you know a mixture of opinions on certain projects and and
prioritization. You had I would say a majority of of what I heard is once
again focusing on trying to complete the loop. It would be priority number one.
And then having you know any then future trails having you know connection or
tying to the loop. And and that is kind of how we do have it
you know prioritized in the current draft. There were other areas where
you know some mapping of old from the old map into the new and
getting those updated for clarification for any anybody in the public that's
looking you know reading the document and there there's no kind of discrepancy
there. So that's kind of been identified as well and and addressed to
Kimley-Horn. We're also putting together one thing that our 2020
plan lacked that our 2008 plan had was you know kind
of differentiating where we already have easements and not. Once again, these
these maps are conceptual. These they're they're showing routing between points A
point A and point B. The goal is like you know if you have easements, great.
But it's also you know to further conversations with community members if
it's HOAs, private you know private property
property owners, or future developments and trying to then you know build out
your connectivity over time. And so I think overlapping it where we have
easements is also kind of important to see where we from the prioritization
standpoint. And so all that information was sent to Kimley-Horn last week. So,
they'll be kind of incorporating that into the plan and and into their maps
and recommendations as well. So, other than that, um once I get uh that
information, I said I'll be sharing it with uh
Christine and Christina for first kind of review and John, since you guys have
been on that working group and then that final draft, Haley from Kimley-Horn will
be to present as of right now tentatively should be your September
meeting. >> So, Andrew, it's great 30 residents. Do
we know kind of did they represent I don't know if we captured a broader
range of neighbors or what was the >> I'll say so, this was um
out of all the recent open houses, public engagement type events, I I would
say I met maybe 12 to 14 new people, which was
very that's why I was you know, I thought it was good turnout. I I spoke
with a couple from Firethorn that I've never
met. There was actually a couple here from the Heritage at Marvin, you know,
newer residents. I spoke with resident in Carrefour Creek. Um I think another
one from Innisbrook, Meadowlark, Preserve, Marvin Creek. I mean, so feel
like there was a good representation. Um I would say
» Oldenburg. There was that >> Yeah, there was a couple even though
they're not in Marvin, I mean, from Oldenburg.
So, uh you know, it was one of these things like I would say
there wasn't anybody maybe from like Weddington Chase or any kind of you
know, that side, but I still think we had a very good representation of of a
lot of the subdivisions here around specifically around like the Marvin Loop
and and the tying into there. So, um no, I I was I was happy to see that we had a
really good turnout in that in that essence there.
» Okay. And then just another question because you know, we Christina and I
have seen the new maps. As you said, we're trying to was did you get a sense
the folks could interpret them well? I mean, because this is kind of a kind of
a litmus test of like if you look at it, does that make sense? What was the I I
know I know you're capturing feedback, but just as a whole, was this okay?
» It's You know, and And something that we've
discussed with Kimley-Horn is trying to, you know,
it's why I say it's conceptual, right? You know, it's one of these things that
you hear that from some residents they don't want
certain connections and and other stuff and and and I get it, you know, that's
opinion that's incorporated into the plan.
But the the biggest thing is especially from a Greenway map is having it all
connected. That's kind of the goal of having a Greenway plan in your in and
you want it all connected. Um and so like I know there's one uh
for example, there's one on the conceptual plan that goes through
Windham Hall Bridal Path through Canterfield that ties into Tollamore.
Is that practical? Probably not. One because lack of easement, but two
there's really not any great opportunities as specifically through
Bridal Path and um uh Windham Hall. And so that's where
like, you know, my conversation with Kimley Horn is looking at adding a
uh just routing path along Rea Road to even though that's outside of Marvin
Marvin's limits, it's still where we work with the Marvin Commons project.
There's certain thing like it's somewhat already disconnected with how Marvin's
laid out. But there is opportunity and I've had
conversations with the county on this cuz there's some existing sidewalk
outside of Hunter Oaks. Like there's a way to potentially still get
connectivity from Rea Road all the way to Village Hall for example. And so kind
of identifying those alternatives is something we we heard some feedback on.
But you know, ultimately the biggest thing like yeah, this is a plan. It's
somewhat of a wish list with somewhat also showing, you know, these
expectations. These expectations were initially identified in our 2008 plan.
And that's how we got certain trails or green or easements, you know,
for example, the Preserve like cuz it aligned with that 2008 plan which was
the adopted plan at the time. And so um
you know, it I think I do think the way we've laid it out looks better now
in regards to prioritization. Uh because the biggest thing is like even though
we're showing it as a, you know, 10-year kind of horizon of of what we want to
achieve, there's other factors that are obviously going to come up that are
still funding up, you know, funding limitations, there's still potential
easement acquisition that would be needed, but that at least gives staff
PR&G and council kind of an outline of like, okay, if we're looking to do this
trail in a 5-year plan, we know that, you know, easements are required or
needed from a CIP standpoint and from a staffing standpoint, that's stuff that
we can start working on and having those conversations if that's still the vision
that we're trying to achieve.
» I appreciate that, Hunter, and thank you
for that. That's going to be the last open house,
is that correct? To the last >> Correct. And and so the next steps is so
once again, you got your your comp plan and your Greenway master plan, they're
two separate projects. They go hand in hand, but they're still two separate
projects cuz the Greenway master plan is an update to
what's already, you know, an update to the 2020 plan which was an update to the
2008 plan. Um and building off of that. And so the
next steps for that is, I guess I said tentatively, would be coming to PR&G for
review and recommendation in September. It could be October, um
but uh I would say October at the latest, but you guys will then review,
provide a recommendation, and then it will go to council for adoption.
The reason why it might be a month behind is cuz I am trying to,
in a way, uh in this week conversation with Kimley-Horn because these are two
separate plans. Um not trying to have them adopted at the
same time to confuse people if that makes sense.
Um I think uh so if
Kimley-Horn gets me a draft for the comp plan overall like this week for me to
review, then if potentially that will be on planning board in August and then
council in September. Uh but at the same time, if they don't,
then that might be September and then October and then and then and map master
plan might be October and and November. Um, like I said, I'll get a better idea
after our bi-weekly call here later today and I'll go from there. But, um
but yeah, I think I think ultimately it's going to be a good product that's
going to definitely going to be a a great resource and tool for the village
on both ends.
» All right, thank you. And thank you folks. I know we have folks in PRNG come
out and support this, too. So, I'm glad to hear that you had good representation
across the board. >> Yeah, no, I appreciate, um, you know,
everybody that that attended and like I said
keep on coming out and participating cuz that's we we want to hear everybody's
opinions so we can incorporate it in as we do these projects.
» Okay, thank you. Next item up is the discussion of the
pension the bench the pen the bench and pergola really bench and pergola
installation at Houston Ross Park. >> Before you guys start, I know Matt had
an update he wanted to give today. Do you want to go ahead and do that, Matt?
» Sure. Thank you. >> Um,
public works update parks and maintenance, nothing new.
Routine maintenance been performed. Uh, same with the greenways. Uh, the
completed project is a new sign for Village Hall and Houston Ross Park out
here. Uh
big one I want to share is multiple repairs to the community garden fence at
Marvin E. Odum Park and I do recommend us replacing that fence in the fall and
the winter, 800 bucks for material.
Uh >> The rabbits have figured it out now.
» Yes, ma'am. And the new one that I quoted is the half-inch square.
» Okay. >> So
uh current projects pertaining to the
inside installation for the uh where it got damaged out here.
Also, the county water being hooked up for irrigation cuz the well is uh
down, not being repaired. Uh
upcoming projects, we got the mulch installation, we got uh the pergola
building installation drainage repair here at Village Hall
from where it was damaged for the equipment out here.
Uh and then also of course the irrigation.
Uh this is my big one with everything, safety. Uh we do got a piece of busted
concrete at Marvin D Efird Park at the restrooms. It's getting a little worse.
Uh gentleman's Johnny Mack's going to meet me this afternoon, give me a quote
for that so I can bring that back. Uh
public works also on safety. When you pull in the park
uh where the trail comes out of the butterfly garden, that was very thick.
We opened that up cuz we couldn't see people walking into the road out of the
park out of the trail there. So now you see it's more open. You can see people
coming out of it. Uh
Public works continue to monitor sidewalks, trails, playground areas,
trees, and other public facilities for potential hazards. The 2026 annual
playground state inspection was performed and good for another year.
Uh >> I didn't know that was a thing.
» Yes, ma'am. >> Okay.
» Makes sense. Yes, ma'am.
And then the public works, we've completed 128 work orders since January
1st of 2026. This does not include our routine maintenance that we do on a
daily basis. This is just extra stuff such as a door broke, a fence broke,
stuff like that, you know. We've completed 128.
Uh public works continue to routine uh routine maintenance inspection and
repair repairs while prioritizing safety and maintaining the village's park,
recreational facilities, and greenway systems.
» And when he says safety, he means they they take care of the roundabouts and
the edges of the roads. And so that means they're out there mowing and weed
eating while >> Yeah.
» you know. Yeah, it's it's a little scary.
» Yes, I incorporated for us this year to start. If you see us out there now when
we're doing the median, I'm behind the mower with the truck slowing traffic up
coming behind us. And then I go to the roundabout, turn around, do the same
thing, just a safety precaution. >> me on some of mine. Yeah, same thing.
» That's good. >> Yeah. Yeah, thank you, Beth.
» Just a quick note, I know we we we still got enough time. Once we get to reports
and updates, I'd like to do trails and greenways first cuz Hunter's got a 10:30
call to get to, so let's go ahead and uh do the do the bench and pergola
discussion and then jump to trails and greenways report.
» Okay. So, now we're doing bench and pergola.
» All right. And I think I guess maybe maybe part of Matt's report, too, is
that as I understand, the park has now been turned over to public works. Is
that right? From >> Oh, yes. I'm sorry. We're not
» No, that's kind of I know you were for >> We are maintaining that now.
» You are maintaining that, too, so okay. >> Yeah, we are maintaining that now.
» Yeah. Well, and I guess the bench and pergola
is just kind of waiting cuz they got the the pond guy here
that's, you know, kind of doing his thing. And as you can see, there's a lot
going on with that. I I looked really cool when I saw the
cisterns, I guess. They were all stacked up and getting ready to go, so I I think
that'll be a very useful feature, you know, to help
us with the water and and everything. Did Did I hear you mention, Matt, that
the that the old well has been kind of declared dead at this
point? >> Yes, sir. It was hit by lightning.
» Uh so so is the well dead? Not No, no, no, no. Is it the water or is it just
the pump? >> Yeah, the the well is uh
has minimized gallons for in the past five three years, I think it was. It's
went down five gallons per minute it's producing. That's cuz other wells in the
area being drilled in that same vein. However, we was on the irrigation wasn't
coming on, so we checked it. We was only getting five volts at the board. That's
a 240 system. So, got to looking at it, it's been hit by lightning and fried. It
was close to three grand to repair. And so, uh they just decided to go ahead
and not repair that while we're doing the county water.
» Got you. >> Okay.
Okay. All righty. Thank you.
Christina, you want to Well, I guess we were talking my maybe group. We were
saying that so the pergola is going to be
um it was purchased and it's going to be set up through your
» Oh, it's it's sitting at the shed, right?
» Okay. >> not built.
» Right. >> We've got it constructed. We're just
waiting for it to be cleared to put up over
here. >> And then maybe you and I can exchange
emails, but the the location has been defined, right? Do you remember?
» So Well, here's a good question though. The location, does that change relative
to the the drain that That's the drain that got kind of crushed and you're
going to have to redo? >> The pergola is 16 ft long, 12 ft wide,
and between where the trail entrance comes up to the new sidewalk and the
not the drain, but the edge of the broken dirt from the drain is like 17
ft. So, it'll fit right in there. >> So, does that make do
» Uh probably easier to see it, but yes, you can Okay.
» out and look, but but it's where we said we were going to put it.
» Yeah. And so, the long side is up against the sidewalk.
» Parallel with the sidewalk. It's long. >> up against Yeah, parallel to the
» Okay. And then the benches and I think maybe that's maybe it's Jill's report.
You You They're going to be ordered and placed.
» I think she's ordered them. >> They've ordered, yes.
» Yeah, so I ordered three benches. Two are going under the pergola. I ordered a
third TBD. I know you guys wanted one kind of near or around the pond. Um so,
I did order a third and then um I'll also be ordering
uh I'm going to get with Matt on this, but
I'll also be ordering some trash bins that match those
that like the nice ones. Um but want to know how many Matt thinks we need and
confirm that he's good with the ones I choose first, but yes, I There are dog
waste stations planned. Again, I got to get with Matt on that because his guys
can take care of that and that's what they do at the other park as well, but
as far as where and how many, I'll defer to Matt for that decision cuz
that really I I rely on his expertise.
No, yeah. We don't need too many.
I got three benches.
Yeah, and that's okay.
The benches will be in They'll be They'll be screwed into the ground.
There There are like mounting installation kits that I'll get from
Matt's team that really long screws that go deep into the ground.
All right. So And we're not going to change our minds.
» [laughter] >> Okay. So I think that's it for that,
right? Uh Christina and I just have to change some emails. All right. Next up
Did you want to change order? Okay, we're going to move up the Trails
and Greenways report from Hunter. >> Okay. Um so last night council approved
the quote for the construction the for the remaining portion of the Heritage at
Marvin Trail. Um and so that that quote was for a 5-ft
wide natural surface trail. Um it came in under our
amount that we received for the fee in lieu.
Same vendor that has pretty much that we always have worked with Blue Ridge Trail
Works. So next steps on that is that I actually texted Scott this morning to
let him know that that was approved and we'll get the contract executed as soon
as our interim manager gets back from vacation next week.
Um I will be basically he'll go out and flag the
route. Um and as previously mentioned Jones Homes
has already agreed that, you know, basically
they plotted the easement kind of in the common open space, but that
you know, completely open for us to go out and flag what we find what we think
is the best route to limit any type of vegetation removal Um but also just you
know with the existing topography and everything out there and any areas that
we will need to relocate they've already agreed to
to basically work with the village to get those properly easement that updated
easement agreement executed so we'll go out and flag it
then we're I think I've already talked with Christina Cole kind of walk it to
identify any areas regarding potential screening needed I've also as they as
the developers closing out on the development and to have their bond
release and roads accepted we did a walk through last week for the to get their
punchlist items one of those is also having some additional screening planted
at the back of those lots that's in the common open space where they have the
room and so so the goal of that is one putting putting some of that on the
developer that will benefit the homes along that area to be screened with some
evergreen screening they've done this if if you go into the heritage and you pull
in and you look left and right you see some screening kind of already installed
essentially on the left side they'll extend that all the way down
and so uh that will hopefully help address with
any type of concerns with some of those new residents along that trail easement
and then I said where we can identify some opportunities to do some some
plantings and it it may be with some of the plants that we have or we may have
to see you know do some type of partnership and work with with the
developer and and other things of trying to you know
identify some plants that are going to grow in shade
because you know luckily along the back end of those lots where the developer is
going to be plant should be in the sun correct
so and like I said over time that evergreen screening will will grow and
and grow in and create the visual that they're trying to achieve but then where
we can also find opportunities especially to kind of screen from maybe
the metal arc road side Um, think that's where we can kind of identify some of
those areas, too. >> Did you specify what size those
screening trees need to be installed size?
» I think our ordinance says they have to be a minimum
Don't quote me on this. I'll confirm. Uh, it's a minimum either 12 or 15 ft or
between 10 and 15 ft high and I think 4 in in diameter.
» When they're installed? >> Yes.
» Wow. Okay. >> It's 3 or 4 in in diameter and 10 to 15
ft in height. >> That's that's a big tree.
» Yeah. >> Hopefully they'll wait till fall.
» That and I've I've requested that. Um, cuz they did already have a few few
trees in their common areas that um,
didn't make the the heat. Um, and so they they have those warranty. Those
will be replaced as well as part of their process.
» There's a lot of trees being replaced this time.
Okay. >> So, that's good to
» And then just just to kind of recap for folks who may not heard in past the
whole distance of the Heritage Trail. And what's the the distance of the new
the new part? Just the whole overall >> 1,300 to 1,500 linear ft.
» Okay. Um, that's that's the entirety of the Heritage Trail or the new part?
» just the new part. >> part is the
» Yeah, I would have to get the total. Like I said, the
» through the woods. >> Yeah. The um, the asphalt portion's
already in and um, and they have benches installed along
that as well. That was part of their original agreement. There's two more
that they have to install, but they do have benches along
that. Um, I do recall I think what one of the
initial discussions here was potentially some low voltage lighting uh, maybe
along the paved portion, but I don't I I know if I recall 3 years ago when that
original committee you guys I know there was also some environmental concern with
and so there's no lighting proposed along the Meadowlark side. Um, there's
no lighting currently installed along the Newtown Road side, but that is
something that you know, we can look at it if that's uh, something the village
wants to do in the future, but um,
but no, it'll like I said, that the asphalt paved portion looks good. Um, it
gets utilized. This will kind of complete an internal loop and then, you
know, long term the goal would be if we can get the loop extended,
um, there or even potentially, uh, you know, opportunities to find
additional connectivity for those residents to be connected to, you know,
village hall, the park, and, uh, through some existing trails and some some
smaller projects there. But, uh, but it's, you know, one step in the
process and at least get them their amenity and then, you know, some in the
future that we'll be looking at is if if if at all,
um, if there's any type of amenities that the village wants to do on that 2
and 1/4 acre, uh, that we that they dedicated for a park. I don't
we can leave it wooded and that's a that's a conversation for a different
time. Um, like so right now we don't have any plans.
Uh, and and whatever would go there I think would be very low impact or low I
mean cuz you don't have parking. It would have to be something that's like a
walkable kind of passive type, uh, amenities. But, um,
but yeah, we're we're moving forward and I would I would think,
uh, depending on our trail builder's schedule that they would, uh, he would
begin construction probably in October, November.
Um, and that will also provide another opportunity to identify any gaps for
screening that could be, uh, that we can do some plantings for.
» And you'll let me know for a walk-through.
» Yes. >> Of when they first look like they're
done. Perfect. Thank you. All right. Any questions?
» Thank you. >> Thank you, Andrew.
» Thanks, Andrew. >> So,
go back to Jill for the, uh, event planning report.
Tonight. >> Hi. National Night Out tonight. Rain or
shine, we're we're going for it. That's what
that's what, um, the deputies wanted to do. And so, it's just too hard to
reschedule fire, EMS, deputies, and all the things. We did it last year.
This year they've decided we're going to pray to the rain gods to stay away. A
little bit of rain's okay. It's not going to hurt anyone. We've put on
social, bring your umbrellas and your slickers and come on out and have some
fun with us. Um, I'm more worried about lightning and things like that, but
we'll have to take shelter in the barn if that's happening and hopefully it
doesn't. >> It will be memorable.
» I mean, it it sure will. So, um Yeah, no, we're really excited. Um going
to be spending a lot of time today running around getting food and things
for it. I can't really buy that stuff in advance, but um the public works guys
are going to head to Fire Thorn today and pick up the grill that they're
letting us borrow. Um and really, honestly guys, I'm just
going to be prepared on the fly to kind of make some decisions about shifting
things around, relying on Matt and his expertise and his team. But, um
like we might relocate the grill to the back side of the barn, you know, under
the cover if if it's raining on on you guys, and might even
um have to Normally, people just kind of
get their food and they sit around the park or they use the picnic tables. If
it's raining, we may have to set some tables up inside.
So, we're just going to play it by ear and watch the weather and be um
What's the word? Flexible. And
positive at the same time. And positive. Yeah, we'll make it work.
I mean, it is what it is. It's going to be fine.
Um So, yeah, it The event starts at 5:00.
We've We're asking all vendors um and everybody to be ready to go by 4:30 just
in case we have some folks starting uh arriving early. I'm trying to overbuy
this year cuz I'd rather have too much than have to run to Publix in the middle
of it all, which we've had to do in previous years.
» We did it three times last year. >> I know.
» So, we don't danger that without this year is since it's raining, we might not
have a lot of turnout. >> I know. So, that's that's the conundrum.
But, um we're going to overbuy, you know, we can
always return unopened packages of hot dogs or buns that we don't need. So, I'd
rather buy too much and have to return some stuff or
than than not have enough. So, that's kind of my my goal for today. Um and
then after that, the next the next things we have coming up is
» Sorry, go ahead. Two things on tonight's event. So, we do have the Young Men's
Service League. Will they be the primary
» Yeah, we have 10 volunteers coming from them between them and the moms. So,
they're going to be serving residents again.
» 10 of them? >> 10 total, yep.
» That'll be good because sometimes they've had almost more than
» Oh, yeah. There'll be like three guys standing. Do you have
» Right. There's nothing wrong with too many volunteers, but that probably
sounds like a better balance than >> Yeah, we talked about that. If if we
have too many, there are some of them might go over and just keep an eye on
the bounce house and make sure the kids aren't getting a little too wild and
crazy. So, we'll we'll put them to work. >> Okay.
» And some of them are also what like if public works has trash they want them to
go around and pick up or anything. I mean, they're they're happy to do
whatever they can. So, they don't all necessarily have to be standing at that
table. >> And then I know of course
PRNG's planning to be there, too. We had talked a bit about having a table set up
around >> Yeah, we have a table for PRNG, we have
a table for Union County Board of Elections, CRTPO will be there, Union
County GOP will be there. Um Habitat Builders will have a table, the
sheriff's deputies will have multiple tables.
» Okay. >> So, lots of We'll have a face painter,
bounce house, DJ, all the typical stuff. >> Are the tables in the barn or outside?
» In. Mhm, in the barn.
» That changes my >> Yeah, last year the deputies had their
swag table outside, but that's cuz the weather was nice. That's probably going
to be inside this year. So. >> That's cool. And are we going to post on
social media that lots of this is inside?
» Yeah, it already happened. So. Yeah.
» Because that would make me come out more likely if I thought there was stuff
going on in the barn. >> Yeah. Any other questions for me about
tonight? >> What time do you need us there?
» I would say 4:30-ish. >> Okay, I'll probably be there before that
to set up Habitat Builders table and then I'll be
working. >> Okay, perfect.
Um and then next things after that is just going to be um
we have a car show, but again, those are those are like self-sufficient. They
don't really require much from me. I know Matt's team is involved. Then we
have the ribbon cutting the next weekend. What's that? The last car show
was in >> again?
» The car show is the 17th of September. It's actually a British car show this
time, so it's different than what we've had in the past.
» 19th >> Um
» September 19th. Saturday.
» That's the night Are you sure? Yeah, 19th. Thank you. And then one week
» month? >> September.
September 19th. >> September 19th, yeah.
» Yeah, that's a Saturday. Yeah, we already had the car show for
for the most recent one was last month. It was in July. Um so the next one is
this British car show, which is in September on the 19th, and then 1 week
later is um our ribbon cutting here uh for Houston Ross Park.
And um then we go straight into We're supposed to technically have
another car show in October potentially, and then
it's trick-or-treat and Arbor Day.
So, busy. >> Trick-or-treat before the Arbor Day or
no? Cuz >> That's the night before.
» Okay. >> Yeah, so it happens on Friday night, and
then Arbor Day is the next day. So, um I know Deb we've already
discussed starting to work on vendors for trick-or-treat.
And then um I'm going to put it on the next agenda for us to have a
conversation about the tree lighting. There has been talk about making it like
a Christmas vendor market. Um we just I think we need to put some
conversations and some thought around that. I know um Mayor Pro Tem had
offered to spearhead that herself if she had to
because I don't necessarily have the capacity, and I don't know if we'll have
someone in place. I'm really going to get with Lehman when
he gets back from vacation that I can't I I like I need him to prioritize
getting a job description together for this role and getting it posted and
potentially getting someone hired because
I honestly don't see the point if I'm if by the time we hire this person, I will
have done 90% of the work for all of our events for this calendar year. It
doesn't It's almost like what's the point? What are they going to do until
spring, you know? So,
» [laughter] >> I want to get them in here sooner rather
than later. Um but yeah, so that's going to be a priority
of mine. But I I'm I'm going to put it on our agenda cuz I do think we need to
discuss some things. Like we're not going to be able to put all the vendors
in the barn, or maybe we do and we move the tree and the actual event outside
and the vendors are in the barn, or are the vendors outside and we continue to
do what we do in the barn, but then it could be a cold night for those
vendors. So, it would really feel like a Christmas market, but it's going to be
chilly and we need to prepare for that sometimes.
» all the weathers. >> All the weathers. Hot, we've had
freezing. So, you just don't know what you're going to get.
» And and just as an update, you know, normally it's the village manager that
would be hiring for that that role and so forth. We have an interim manager,
but um we we have made some pretty good progress in terms of initial interviews
occurring, you know, things like that. >> For for for the actual manager's role.
So, we're we're getting ready to move forward with some next steps on that and
um you know,
hopefully once we get that in the place and then some of the other dominoes
also, you know, can can help to fall after that.
» Yeah, but we should be able to use the interim to just at least get the job
description and get it posted and start getting cuz we have to post it for a
certain period of time and open it up for an application window. So, hopefully
that part can happen and then um yeah, ideally the new village manager would be
the one to hire that person. So, that's the goal. Any questions for me about
anything? Any questions about the ribbon cutting
or anything? >> Well, you've done a tremendous amount
and obviously PR and G is here to help support the village too. So I mean we
know not just showing up for these events, but you talk about these
planning things. If there's something real specific and we amongst ourselves
can talk about who may want to step in and maybe help with some more of the
planning or even kind of evaluating the logistics for the Christmas market. So
don't feel like you're alone. So most certainly if it helps delegate, you
know, we've got folks here who can at least
» Thank you. I know Deb's already offered to help with vendors for the
trick-or-treat and the good news is we've done this for a few years, so we
have a a good lead list of the past attendees.
Um so we'll reach out to them first and invite them to come back and then
um it's just a matter of promoting it and um
you know, I don't in
we probably should set a goal for how many vendors we want at trick-or-treat
and it's it's nice for us to have a number, but then you know, really we
should be bringing public works in into that discussion because they're the ones
that have to figure out where to space them all on the the lawn and last year
we had a pretty good number that we were able to just go all the way around the
sort of the tree line and the outer edge. Um Matt was sort of saying if if
we were to try to increase, we would possibly have to like snake vendors like
this. So we had some in the middle of the lawn
as well, but make it like a little right? That's what you said. So it's
just something to think about if we want to go big and we want to get more,
um then we can certainly do that. We just have to sort of think about that
and make sure that we get with public works to to make it work properly.
» Okay. But yeah, just an example of that or even like you know, even some of the
legwork too. I know today you're saying you're running around. I mean I get
myself to volunteer others, you know, as you think about that or as Halloween
comes up because you are wearing multiple hats and we do have some
capacity in this group too. I mean we many folks already put time in, but just
to know that feel free to reach out and ask. I mean folks
» I will. Thank you. Luckily the public works staff is awesome and I like um
it's obviously Tyler's not here. Last year he was big enough to go and grab,
you know, 10 cases of water and ice and all the
things. So, public works will be helping with that today, thank god, because
that's a lot for me. I can go get the hot dogs and the buns and the ice and
the cookies and the chips, but the water is like a lot. So, um
and they're going to drag out the big coolers and fill them with ice and and
help out with that. So, um but no, thank you for the offer. I appreciate that. Um
and we'll definitely take you up on that for for trick-or-treat or any other
event that we have. >> And you mentioned Houston Ross that date
just to confirm because last week we were last month we were talking about
potentially looking at dates just to make sure everyone's aware we are
sticking with the the 26th, yes, as as the opening. Okay. We've been cutting
for Houston Ross Park. >> 9:26
» 9:26, that Saturday afternoon. Again, can you just reiterate the times so we
have that? >> So, it's 1:00 to 3:00. Um we'll have
vendors here and set up by 12:30. DJ with the microphone and
um we have a coffee cart person coming and a slushy person coming and there'll
be some food charcuterie vendors. There'll be some things. Um
» By vendors we're meaning we're providing that it's not the purchase that's to be
had, correct? >> Um the yes, we are
It's a good question. I don't really have a budget for this event, but I did
I did Obviously, I was purchasing all of the
food and all of that and the slushies. I'm pretty sure I'm paying for the
coffee, too. Yeah, I think I'm paying for everything. Yeah.
We'll pay for everything. I'm not expecting a huge turnout, so
it's we can absorb it. >> Okay, so
» Listen, I picked I picked a really great fall menu for that coffee cart, too.
It's I'll show you what it is. I'll send it
to you. >> Okay. And then when does three and then
we'll have maybe next week next month we'll Oh, no. We'll have one more
meeting. Is there like a time frame too? So, I assume at X time, you know, is
Mayor Barbara speaking and who are the presenters of this too? Do we have a
» Yeah, I had a I had a potential um program outlined that I thought I
already shared with you guys. Maybe I didn't, but I thought I did. But yeah, I
mean um that was sort of back when we weren't 100% sure who was running point
on the event. Um so, maybe I'll be prepared to show that uh share that with
you guys at your September 1st or whatever date that is that meeting. Um
but yeah, I mean pretty much it's just opening remarks and
the biggest thing is um I don't have direct access to the
descendants, so I don't know what I don't know. I don't know if they want
microphone time. I don't know if they have a speech prepared, so
» So, I don't know we need to work with Angel because she's interfacing with
them as well as the historical society. >> But I've I've built in time for that. I
want to make sure that if any of them have comments or they have prepared
statements that they can speak as well. So, and if in the absence of that
there's an opportunity for Angel or someone on council to get up and say
something. And then um the actual cutting and and then just music and
refreshments after that. So, >> Just letting you guys know we're we're
we're a little bit over time. >> Okay. Thank you. I just but I I'm glad
because you spoke I thought you were going to jump in and say the signs are
ready. Do we have a timeline on updates for those
posts? Okay. But they will I mean I obviously
between now and the 26th they'll be in place before
» That's the goal is to to have them all installed by the ribbon
cutting. >> Okay.
All right. Anything else? Thank you Austin for the
reminder. All right, we'll see you tonight. We'll
be this afternoon.
Tonight oh, I was going to come around 10:00 when we're cleaning up. I'm just
kidding. >> Yeah, probably that would be very happy.
» All right, let's last up is the village cannot last up but um the village
council report, John. >> All right. Well, uh
couple of things, some some that we've already talked touched on um
as um Hunter reported on the Heritage at Marvin Trail, part of our consent agenda
was uh the approval of Blue Ridge Trail Works to go ahead and um you know, we
got that uh RFP submitted and approved now, so they're ready to move forward
with that. Um the other uh item that um we discussed in depth is the Sport Court
grant and uh you know, essentially Jill did a great job interfacing with the
Fitness Foundation and we did receive this $35,000 grant. The discussion last
night was whether about accepting it. Um in the end um that vote failed three to
two. Um and and it wasn't so much that it
failed because nobody thinks it's a good idea. Um just the way that kind of the
calendar has rolled out um and and after our discussion last month, council last
night was kind of faced with you know, we've got 60 days, you know, to to
essentially provide them a purchase order for a
for for a good chunk of the equipment that would be our match to the $35,000.
Um but but there was a lot of conversation around
whether or not, you know, right in front of public's there um and one council
member had some concerns. There's two fitness,
you know, um
membership clubs that that are right in that plaza. Um how it could potentially
affect them. Um and and there were conversations, well, it could be good
and it could be bad. They might actually utilize it, you know, or something like
that. So, there were some concerns around
that. I I did ask the question because I didn't know if we had considered it and
we hadn't really yet. Um might it be a better um spot where the the Heritage
um um park that um we're wondering 2 and
1/2 acres there. Is that something, you know,
potentially? Uh well,
uh no parking. One thing that we did um
well, kind of a separate issue. So, in the end, you know, and even one of
the council members that said no, we're we're not really prepared for this. And
you know, that's why um I thought it important when we were
having those conversations about public private partnerships, things like that.
When we have opportunities like this or other things,
it it it's important that we're ready for them sometimes, you know? And and
and and you know, yeah, it it doesn't feel great when yay, we got $35,000, but
no, we're we're we're not going to take advantage of that time.
» They told me this quick on that. We Was it a matching I assume I'm What was the
overall price? We were >> So,
it it would have been matching, but then overall, even if we could get some
sponsorships or other people to come in on it, the total cost was going to be
about $205,000. >> Okay, which we don't have in
» And and and that that we don't have budgeted stuff. So, you know, yes, there
are were other areas that Joe could say, well, we might be able to pull from this
and but with having to make that initial
investment within the next 60 days of our match of $35,000 for equipment that
then it's very hard to kind of back away from if if we can't put it all together.
And it doesn't preclude us from from looking for this grant again or looking
for other grants and things like that. But but I think it brings up an an
important point, too, about being prepared. I know like the Heritage Park,
you know, we've wondered, what do we do with that?
We we We do want to start to have more of a
vision of what we want to have available for some of these things.
You know, and it doesn't need to be one vision. It could be multiple. But what
are the acceptable uses for these things? You know, what
when we do have an opportunity, bang, you know, we're ready and and and you
know, we we at least have some thought already baked into it. So,
you know, So, we didn't end up taking the the
grant for the sport court. Many did think it was a very good idea.
Some had concerns about the location. Some had concerns about the timing. But
it is something that they would support in the future. It's just
just a not now thing. Okay? We did also
discuss and this is for, you know, kind of the
benefit of Village Hall here, but also for the Heritage and District in
general. And you were just talking about parking.
We we did have a conversation and we are moving forward to have discussions about
partnering with Zepsa as he develops Marvin Grove, which
will be next door. That kind of in the front part of the
woods here, we still own a 0.46 acre piece of property that's not part of the
Village Hall Park right now. But if it were to be developed in
conjunction with what he's doing because if if you've been back there, you know,
the elevations get all kind of wonky and you know, there's storm water runoff
that gets directed one way or the other based upon the the lay of the land.
And [clears throat] the goals with doing this would be to to do a couple of
things. Well, we're disturbing a lot of that land already
as Zepsa has the right to do to develop their project.
Essentially that little parcel would become landlocked forever. You know,
um because we wouldn't be able to get another
kind of cut off the roundabout or anything like that. Um so, you know, the
discussion was around we could increase, you know, uh parking availability for
when we have larger meetings and stuff which we've run into here at Village
Hall already where people are parking out on the street in
the road and stuff like that. Um so, we would be able to improve parking for us.
We would be able it would be shared parking like all is in the Heritage
District and with a new state ordinance that came out, we can't require minimum
parking for any future commercial projects. They just don't allow us to do
that anymore. So, any parking that is available is kind of take it when you
can get it at this point because we can't
force, you know, developers to to add that in the future. Um and then also
from the stormwater perspective, there's some things that can be done to take
that natural flow right now where it's currently kind of going down and
sometimes adversely affecting folks like in the preserve and things like that. Um
speaking with Hunter, there's things that we may be able to do that um can
help alleviate that utilizing the retention pond that the um uh Marvin
Grove is already kind of looking at incorporating there anyway. So, um we
did talk about um it being a pervious type surface if we
were to do something like that. Um we did talk about wanting to keep, you
know, of course, as many larger trees and and kind of any buffering around it
that that we would be able to do. Um and um you know, so, that you know, in
speaking even for whatever we do end up doing with the Heritage Park,
if it were fitness or something else, people would at least have a short walk
with some parking available. So, >> That parking would also be, I guess,
something picturing you would then walk down the Marvin Loop that cuts through
the park, right? I mean, that's the logical way to go.
» And well, probably because they're they're adjacent to each other, we
probably will have a direct connection from that parking lot into Houston Ross
Park. >> potentially in the Marvin Loop goes
around park there if you want to get on the loop without having to park in the
Village Hall. >> Yeah.
» So, what you're saying, John, is when that's developed, it sounds like the
village is going to partner with them. >> we we we directed staff to work with
Zephyr because they were kind of getting ready to move forward with their final
construction documents. And if they kind of did that, you know,
you can imagine, you know, a lot of times that they'll get their elevations
and then right at the property line, it could be like an 8-ft drop or, you know,
something that would make it far more expensive and complicated to ever do
anything in the future. >> So, we would still have to manage that.
It's not there He's not going to develop that parking lot for us.
» The that Well, we we may could The ownership will probably lie with us
because um that that is the easiest way. It's we wouldn't want to be
providing just free you know, something free to a private
developer. You know, there there are guardrails around that in state
statutes. But to coordinate with the mono project
is is something that's totally doable. And and the access that it would be
shared access just like everything is for the um
for the um Heritage District. >> It would also be shared access for his
property, too, right? >> Correct. Correct. Yeah.
Um and then um the parking and
Um >> the the last thing is just something
that we kind of touched on. Jill brought this up from a finance perspective, but
um, we have had over the years and we haven't used it because we've never had
the right opportunity um, 250,000. 250?
In the land acquisition. >> 350.
» 350,000 dollars in a land acquisition and you
know, PRG in the past has talked about well, you know, if a property and and
there's not that many properties available around Marvin these days,
especially even at 350,000 dollars, it's a pretty small property. Um, but but if
in the event something, maybe it's between us and Waxhaw, Weddington, if
something came up that could be good seed money at least for um, potentially
acquiring. We've talked about sport youth sport leagues or something like
that and you know, if it would ever make sense to partner partner with another
municipality or something like that. So, we did have a conversation around that
um, because we do have other competing needs. So, we have this in the budget
each year. We haven't used it, so we've kind of rolled it over. Um, I hope I
hope I'm portraying everything properly here, Jill. Um, you know, um, um, but I
but I think council by and large, you know, understands that. If there are
other priorities like roads or something where we definitely need the money
» Okay. >> we could always reallocate those funds
to >> reallocate it to another area. the park
acquisition >> It's not allocated It's allocated to
land acquisition. Whether public works might need something or
if we had to pay for part of land acquisition for a roundabout or, you
know, who >> Yeah, I mean, it's really going to
depend on on council priorities and consensus and you know, um,
this sort of came up in our strategy funding call when we were looking at how
what funding pathways we might have for the fitness court. And I know there are
some council members that feel like, you know, just because we need money for
roads, they're they're not necessarily really pro, let's drain every other
account and move everything to roads. Like they want to make sure cuz I cuz
like we have a quite a substantial amount in greenways and trails, for
instance, that we don't necessarily have a lot of trail
projects anymore that that money would go to. So, um, but the the idea being,
well, if it's already there and it's already been appropriated for parks and
recs, let's leave it in parks and recs and um, and try to spend it in that
area. But they can decide at any time to reallocate funds
through a consensus. And so, we are going to talk about these funds a little
bit more in January at the retreat and kind of figure out what makes most
sense, where to shuffle things around. But, um, that's why I'm glad that we
will have a chance to have a conversation in the fall as we're
preparing the CIP for what we want to see happen, what you all want to see
happen in parks and recreation for next fiscal year, so that I can advocate for
that and advocate for those funds to stay in parks and rec for those various
projects if council agrees and approves them in the CIP.
» Yeah, and that kind of makes sense cuz we're getting the publication of the new
parks and greenway plan, right? So, that's I mean, we've got the
recommendations there, so that's the follow-up.
» Perfect timing. >> That's pretty much it for me. I just
wanted to keep you, uh, you know, and that's more of a tangential one, but
because we've had those conversations about land acquisition, public private,
you know, partnerships and things, and even kind of like what what Tom was
talking about today, you know, um, it it's about being prepared. If we if
we don't have a land acquisition fund, then
an opportunity may pass you by just cuz you're not pre- not prepared for it,
either, you know? So. >> Yeah, because then I would have to
potentially wait for a council meeting to get approval to move money out of
unassigned fund balance into land acquisition and then, you know, that
delays everything. So, um a good news is they council is, you know, as John said,
they are not saying no to the fitness court. They actually are very intrigued
by it. It's just let's take some time and let's figure out maybe we delay a
couple years because the Heritage Pocket Park is a better choice and I know some
of them want it to be centrally located to that downtown area.
Some of them want it to be walkable or bikeable. Um
but I, you know, yes, parking is going to be a concern and some people are
going to want to drive to that amenity and may not be able to. So, we'll keep
flushing that out, but it's going to become a CIP project that um
will get prioritized and/or funded as as we're ready to move forward.
» That's it. Thanks, John. Good update. >> Thank you.
» Last up, we have a review of action items, Austin.
» Uh you guys will have the public-private partnerships back on your September
agenda. I'm taking the trail head signs to council for their work session.
Uh Jill is going to have a discussion for
the tree lighting on the next meeting in September.
And I have actually already followed up with the sign vendor for Houston Ross
Park. I'm just waiting to hear back. >> Okay.
And okay, so so our motions go into your action items like the
motion we made on the sign. Is that's a >> motion?
» No, no, we made we approved the signage to go to council. That's that's not an
action item, right? Because it's >> No, I'm I'm taking it I'm just letting
you know I'm taking that to council at the next next meeting.
» Okay. Great. And then any ongoing action items
on the list? >> Nothing's Nothing's urgent on there. Got
some long-standing ones, but they're >> Okay.
» more important things. >> All righty. Last up is our board member
comments. Anyone have anything to make comment on?
Deb? >> I have a comment.
So, Stroll bound to or I'm sorry, Stroll
Firethorn is a publication It's called Stroll Firethorn. It's a
publication that gets mailed at Firethorn.
And they would like to start featuring the village's events in their
publication. They can also share it on their social media as well if you're
interested. But they would like photos.
» We don't have photographers at our events. It's just whatever photo
» Whatever we take. Okay. >> I don't have
» Yeah, they haven't done a good job is the long and short of it. Like we
In the past we've taken pictures, but no one has had time after these events to
like What are we doing with them? Who has them? Where are we storing them?
It's something that we'd like to change moving forward.
» I have taken them, too. >> Yeah, I have them. I have I I have sent
them to people in the past, but then like sometimes pulling me will use She
She would use them to do like a graphic to put on social or a newsletter, but
then whatever happened with the originals after that I'm not really
sure, but I thought about going through my files.
» our new project manager can >> Yeah, for sure. Yeah. And and it's a
it's a fun volunteer opportunity when people are like, "How can I help?" I'm
like, "Run around and take pictures and then give them to us after."
» [laughter] >> That's a good idea. Maybe something
through the high school as well. But so Deb, but I think the main thing you're
saying is the Firethorn would be willing to support publishing our events. Is
» So, it's not through Firethorn.
» No, whatever the Stroll um >> Right.
» Okay. >> Right. So, you would just need to get
the events calendar like Austin publishes and then you would just relay
it to >> It's and it would just be more
information sharing within the community. Another avenue.
» All righty. Thanks, Deb. Anyone else have comments?
For today? All right. Um Then that with that we will adjourn
today's meeting. Look forward to seeing everyone this evening. Make a motion.
I'll make a motion. Yeah, sorry. Just want to say we'll look forward to seeing
everyone tonight at the night out, um, rain or shine, and that
making a motion to adjourn today's meeting at 10:53. All in favor?
» I. >> I.
» Okay, motion passed. Thank you. Meeting adjourned.