Parks and Recreation Committee Minutes February 26, 2018

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on February 26, 2018
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Amanda Hensel, jonny Damon
Absent: Deborah Jessey

Old business

  1. Mr Jessey reported that he had exchanged emails with Brenda of the PRINT company, and learned that the township would now have to pay for the distribution of copies of the Municipal Directory to township properties. With no supervisor present for the meeting, further work on the directory would be put off until next month. Mr Jessey said he would raise the matter of distribution with the supervisors at their next meeting.
  2. Mr Jessey reported that he had spoken with the principals involved with the softball and baseball teams that will use Bert Reel Park, and that it looks like schedule conflicts will be avoided. The committee agreed it would make sense to ask the Public Works Department to do mowing of the field on Fridays.
  3. Mr Jessey reported that no decision had been made on whether or not to continue rentals of Bert Reel Park. Mr Jessey agreed to press the supervisors to make a decision at their next meeting.
  4. Mr and Mrs Hensel reported that preparations for the June 9 BBQ event were well underway. Tickets have been printed, and the goal is to make as many pre-sales as possible. The Lions club may join the event with a bake sale. Tickets for a BBQ chicken dinner cost $12 and are available at Hensel’s Mowing Service and P.J.’s Deli.

New business

  1. The committee will make a rota for the running of the Snack Shack this season.
  2. Members of the committee will research local events over the late summer to see if we can find a date for Community Day that doesn’t clash.
  3. The committee had an open discussion about Community Day.

With there being no further business or public comment, the meeting was adjourned at 8:20 P.M.

Parks and Recreation Committee Minutes January 22, 2018

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on January 22, 2018
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht
Also present: Supervisor John Moore, Township Manager Bryan Walters

Reorganization

Meeting called to order by Mr Moore at 7:00 P.M. The following positions were voted on:

  • Mr Hensel nominated Mr Jessey to chair, seconded by Mrs Jessey
  • Mr Jessey nominated Mr Hensel to be vice chair, seconded by Mrs Jessey

With the reorganization complete, the meeting was turned over to the chair.

Regular meeting

  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Old business

  1. Mr Jessey said the township supervisors had approved the proposed meeting dates for 2018.
  2. Mrs Jessey reported the “parks and recreation fund” currently stands at $5485.24, as reported by the township office. The committee discussed the complicated process of accounting for funds with so many different people in the chain. It was agreed that the committee should no longer have its own treasurer, and instead rely on the township’s treasurer to handle all transactions and keep account of the the portion of the general fund associated with parks committee activities.
  3. The committee discussed the Municipal Directory and introduced the concept to Mr Moore. Mr Jessey agreed to produce a “packet” to send out to the various township departments in order to get them to send back any text and media they would like in the upcoming directory. Mr Walters agreed to help collate the responses.
  4. The committee settled on June 9 as a date to hold a BBQ fundraiser in Bert Reel Park. Mr Hensel agreed to manage the event and investigate the possibility of doing ticket pre-sales.

New business

  1. The committee received resignations from two members. According to the township code, the committee should consist of 5 or 7 members, so the Parks and Recreation Committee is seeking replacements. Mr Jessey said he would make sure the township website and the parks website both had a recruitment notice, and that he would put something up in the township building.
  2. The committee received an email from Mr Jonny Damon of Gateway Church, who was inquiring about the possibility of working with the township to expand Gateway’s recreational facilities. The committee agreed such a relationship is prohibited, but Mr Damon’s plans were met with enthusiastic approval. Mr Damon also offered the use of the Gateway Church campus for the 2018 Community Day, and the committee agreed it would make an excellent venue.
  3. The baseball field in Bert Reel Park will be used by three groups this year. The committee agreed that it should be the responsibility of the teams to make sure the diamond and foul lines are maintained to the standard they require, as has been the custom in the past. Mr Jessey said he would provided Mr Walters with all the necessary information so that he could talk to the stakeholders about their responsibilities.
  4. Mr Hensel explained to the committee what needs to be done to get the Snack Shack ready for its use in the spring. Mr Jessey warned the committee that the Snack Shack gets occasional power outages that can lead to anything in the freezer or refrigerator being spoiled. The committee recommends that the power supply for the Snack Shack and the pavilion should be checked to make sure everything is working properly.
  5. The committee discussed whether or not to continue to allow Bert Reel Park to be rented out for events. Several neighbors have complained about noise and mess associated with the rentals. There is nobody to respond to an issue during a rental. The committee recommends that unless we can guarantee the availability of a township employee who can be called in to respond to an issue, we should cease park rentals.

With there being no further business or public comment, the meeting was adjourned at 8:20 P.M.

Parks and Recreation Committee Minutes November 27, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on November 27, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Old business

  1. Mr Jessey reported he had not met with the Public Works Department, but would try to do so in the near future.
  2. Mrs Jessey reported she had analyzed the example Municipal Directories and identified the most useful sections and content. Mr Jessey took that analysis and created a mock-up of what a Sadsbury Township version might look like. The committee determined that much of the content would need to be provided by other departments. For example, fire and emergency information should be provided by the Fire Department, and information about voting and taxes should be provided by Township administration. Mr Jessey said he would show the mockup to the Board of Supervisors and seek approval to contact the directory printers and begin moving the process forward.

New business

  1. The committee went over the repairs needed to Bert Reel Park. Mr Hensel said some of the power outlets in the pavilion were not working and there was a large hole at the bottom of the water fountain drain. Mr Hensel also said the park needed to be prepared for winter.
  2. Mr Jessey suggested the committee could organize an early summer BBQ event in Bert Reel Park to help raise a bit of money towards the parks budget and promote the Community Day that would occur later in the year. Two possible dates were discussed (May 19 and June 9).
  3. The committee went over proposed dates for 2018 meetings. Mr Jessey said he would provide that list to the Township.
  4. The committee discussed possible dates for Community Day.

With there being no further business or public comment, the meeting was adjourned at 7:40 P.M.

Parks and Recreation Committee Minutes October 23, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on October 23, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Old business

  1. Mr Jessey reported all the sponsor T-shirts had been mailed out.
  2. Mr Jessey and Mrs Jessey prepared the winning entry of the Tricentennial Photography Competition and hung it in the Township Building.
  3. Mr Jessey reported he had attended the September budget meeting and advised the Supervisors per the Parks and Recreation Committee’s discussion at the previous parks meeting.
  4. Mr Hensel reported that the Snack Shack had been fully cleaned out and closed up.
  5. Mr Hensel reported that all the Tricentennial yard signs had been removed.

New business

  1. The committee discussed essential repairs that need to be done in Bert Reel Park. Specifically, the water fountain by the pavilion, and the pavilion’s power outlets. It was decided that we would arrange a meeting at the park with the Public Works Department to go over our concerns.
  2. The township’s Municipal Directory was discussed. Mrs Jessey agreed to review other directories and compile a list of recommended sections and content. The committee agreed it would nice to see pictures of key township figures.
  3. The committee discussed goals for 2018, including trying to map out walking trails, improvements to Bert Reel Park, and arranging more community events for the fun and well-being of the residents. Also discussed were ways to enhance Community Day for 2018, and what to do about the plaque that should be in the pavilion.
  4. Ideas were floated about how to design a generic banner that can be used for Community Day going forward.

With there being no further business or public comment, the meeting was adjourned at 8:14 P.M.

Parks and Recreation Committee Minutes September 25, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on September 25, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Old business

  1. Mr Jessey and Mr Hensel reported that all the cleaning up for Tricentennial Day had been completed.
  2. Mr Jessey reported he had prepared packets to send out T-shirts to qualifying sponsors.
  3. Mrs Jessey reported on the final income and outgoings for the Tricentennial, although the numbers need to be verified by the township.

New business

  1. The Committee discussed how the Tricentennial event went, and how it can act as a blueprint for Community Day going forward. The Gateway Church location was a superb venue, with plenty of space for activities and plenty of parking for everyone. The lack of shade was somewhat problematic for performers and the inflatables. The PA system did not have enough power to cover the entire venue, but it can be adapted to work next year. It was agreed that more activities for younger people will be needed next year. It was further agreed that we would need to make future banners and signs more generic, so that they could be used annually.
  2. Mr Hensel agreed to remove all the yard signs for the Tricentennial.
  3. Mr Hensel agreed to clean up and close up the Snack Shack.
  4. Mr Jessey agreed to mail out the T-shirts on September 26, then order the framed print for the Photography Competition winning entry in October.
  5. The Committee determined that no members would be available to report at the October 3rd Supervisors meeting, and Mr Jessey said he would prepare a statement for the meeting, to be read out by Mr Walters.
  6. The Committee prepared recommendations for the upcoming fiscal year to be presented at the September 26 budget meeting. These included recommendations about improvements to Bert Reel Park’s basketball court, pavilion, Snack Shack and points of ingress.

With there being no further business or public comment, the meeting was adjourned at 8:11 P.M.

Parks and Recreation Committee Minutes August 28, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on August 28, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht
Also attending: Bryan Walters, Dale Hensel, Gerald Ranck, Raymond Stackhouse

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Tricentennial preparation

Mr Jessey summarized the schedule of tasks for the preparation and execution of the township’s Tricentennial. Police Chief Ranck and KVFD Fire Chief Stackhouse pledged the support of their departments. Chief Stackhouse confirmed Keystone Valley Fire Department would make their foldaway tables and chairs available and deliver them to the Gateway Church venue on Friday, September 22. Mr Walters announced he would be acquiring a PYLE Pro PA system for use at the event, and for additional events thereafter.

Old business

  1. Mr Jessey reported he had put out the banners, and that preparations for the Tricentennial were more or less completed.
  2. Mr Matt Hensel reported that Fastenal has provided marking paint and traffic cones.
  3. Mrs Jessey reported that to date, sponsors have contributed $6,300 and vendors account for an additional $490.
  4. Mr Walters said he would speak one last time to Mr Brecht about the flatbed for the Tricentennial, before pursuing the matter himself.

New business

  1. Mr Matt Hensel provided a list of T-shirt sizes for volunteers. Mr Jessey said he would combine it with the existing list and order the shirts.
  2. The Committee discussed tent sizes and settled on two of 40 x 60 feet.
  3. Mrs Jessey proposed that hard copies of all the photography competition entries be displayed in the main room of the municipal building on September 5, so that supervisors and parks committee members can pick out a shortlist of 6.

Tasks

  1. Mr Jessey will order the tents and the T-shirts.
  2. Mr and Mrs Jessey will prepare for the photography competition shortlist judging.

With there being no further business or public comment, the meeting was adjourned at 8:15 P.M.

Parks and Recreation Committee Minutes July 24, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on July 24, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht
Also attending: Bryan Walters, Dale Hensel

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Baseball

Mr Chad Naggy of Atglen came before the Committee to seek approval to make use of the baseball field in Bert Reel Park for his travel team. It would involve practice on one weekday a week, and possibly Sunday games. The Committee said this would be no problem, providing there is no clash with the softball.

Old business

  1. Mr Jessey reported that he had announced the photography competition, produced and distributed fliers, and attempted to get media coverage.
  2. Mr Jessey reported that he had asked the Supervisors about approving the purchase of Tricentennial services.
  3. Mr Jessey reported he had spoken with Earl Taylor about meeting with Greg Vietri.
  4. Mr Jessey reported that UTICOM had completed the Tricentennial banners and yard signs.
  5. Mr Jessey reported that due to lack of business, it is not really cost effective to run the Snack Shack at the moment.
  6. Mr Matt Hensel reported that we have picked up a couple of new vendors.
  7. Mrs Jessey reported that to date, sponsors have contributed $3,300 with another $500 pending. Mr Dale Hensel announced that Hensel Mowers would be sponsoring the event. Mrs Jessey further reported that there is also $415 from vendors.
  8. Mr Walters reported both he and Mr Brecht had spoken with people from the John Rock organization, who have kindly agreed to provide a flat bed truck to act as our stage.

New business

  1. The Committee discussed strategies for attracting much-needed volunteers for the Tricentennial, including advertising.
  2. The Committee discussed recent problems involving park rentals. The Committee will recommend to the Supervisors that the door handles to the restrooms in Bert Reel Park be changed so that there is only one lock, following an idea put forward by Mr Dale Hensel.
  3. Following a request from AmKor Karate, the Committee agreed to provide a free vendor slot at the Tricentennial so that the organization can use it to raise money for a tournament in Wales next year.
  4. At the next meeting, the Committee will pick a date for a Special Meeting, to be held just before the Tricentennial, to bring together all parties involved in the event and make sure everyone is on the same page.

Assignments for the next meeting

  1. Members of the Committee will talk to the firehouses about tables and chairs.
  2. Mr Jessey to talk to the Public Works Department about portable toilets and handwashing stations.
  3. Mr Jessey to seek permission from the Supervisors to place orders for Tricentennial services.
  4. Mr Jessey to ask for representatives from the Supervisors, Police Department, Fire Departments and others to join us at the next Parks and Recreation Committee meeting.
  5. Mr Walters to confirm details with John Rock and pursue some additional sponsorship.

With there being no further business or public comment, the meeting was adjourned at 8:05 P.M.

Parks and Recreation Committee Minutes June 26, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on June 26, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes of the previous meeting, seconded by Mr Hensel.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mr Hensel.

Old business

  1. Mr Jessey reported that the township had approved the proposed artwork.
  2. Mr Jessey reported that he had sent out letters to potential sponsors from within the township.
  3. The Snack Shack has been doing well, and the Committee agreed it was ready to make a donation to the parks budget.
  4. Mr Jessey reported that AmKor Karate and Russell Dance & Baton Studio have both agreed to perform for the Tricentennial.
  5. Mr Jessey reported that Hougar Farms have generously agreed to donate straw bales again.
  6. Mr Jessey reported the Snack Shack doors had been re-keyed, and the bathrooms had new signs.
  7. Mr Hensel reported on the lack of interest from potential food vendors, and the Committee agreed to offer incentives.
  8. Mrs Jessey reported that to date, sponsors have contributed $2,650 with another $1,000 pending.
  9. Mr Walters reported he has spoken to someone about a PA system and will make sure it is provided.
  10. Mr Walters said that putting on a fireworks display was going to be very difficult, due to the proximity of the airport. The Committee voted to abandon the idea of having a display.

New business

  1. The committee discussed the ramifications of what appears to be a significant drug problem centered around Bert Reel Park. Given the serious of the matter, the Committee recommends to the Supervisors the installation of a gates at both the main and north accesses to the park, perhaps bracketed with split-rail wooden fencing to make it look more attractive.
  2. Following the suggestion of a township resident, the Committee agreed to explore the possibility of holding a “trunk or treat” event in Bert Reel Park for Halloween. This would provide a safe place for the children in the Pomeroy area to go trick or treating. Residents interesting in taking part should email the Parks and Recreation Committee as soon as possible.
  3. The Committee discussed the poor response from vendors and volunteers for the Tricentennial, and considered strategies boost that response.
  4. The Committee agreed to start promoting the Tricentennial photography competition.

Assignments for next meeting

  1. Mr Jessey to announce the Tricentennial photography competition at the Supervisors meeting.
  2. Mr Jessey to contact the media about the Tricentennial.
  3. Mr Jessey to seek permission from the Supervisors to place orders for Tricentennial services.
  4. Mr Jessey to ask the Supervisors to consider underwriting the cost of putting on the Tricentennial, in the extremely unlikely event those costs are not met by sponsor income.
  5. Mr Jessey to talk with Mr Taylor about organizing a meeting with Greg Vietri to discuss the Tricentennial electrical needs.
  6. Mr and Mrs Brecht will distribute fliers for display in local businesses.
  7. Mr Walters to continue to investigate a PA system for the Tricentennial.
  8. Mr Walters to speak with John Rock about a stage for the Tricentennial.

With there being no further business or public comment, the meeting was adjourned at 8:25 P.M.

Parks and Recreation Committee Minutes May 22, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on May 22, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht
Also attending: Bryan Walters

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • The minutes of the previous meeting were read.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mrs Jessey.

Old business

  1. Mr Jessey reported that he had obtained quotes and estimates for Tricentennial-related items, including tables, chairs, volunteer T-shirts, and a sponsors banner.
  2. Mr Jessey reported that UTICOM had kindly agreed to provide our street banners again this year, and Vietri Electric had kindly agreed to service our electrical needs for the event.
  3. Mr Jessey distributed a diagram showing a proposed field layout for the event.
  4. Mr Hensel produced a fresh copy of his food preparation license, which is now displayed in the Snack Shack.
  5. Mr Walters reported he has an ongoing dialog with Chester County Historical Society, and he thinks he may have sourced a PA system.

New business

  1. The committee audited a list of potential Tricentennial sponsors to prepare for mailing out forms.
  2. The committee discussed setting up and running the Tricentennial event, and how many volunteers we think we will need.
  3. The committee checked the tax status of the Snack Shack. PA law seems to indicate tax need only be collected on prepared food, which does not apply to the Snack Shack at this time.

Assignments for next meeting

  1. Mr Jessey to mail out sponsor letters and forms, contact Hougar Farms to ask about straw bales, and contact other organizations to seek performances and displays for the Tricentennial.
  2. Mr Brecht to contact John Rock to ask about a platform for the Tricentennial stage.
  3. Mr Walters to contact a fireworks display company to get prices and advice about a venue.

With there being no further business or public comment, the meeting was adjourned at 8:30 P.M.

Parks and Recreation Committee Minutes April 24, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on April 24, 2017
Sadsbury Township Municipal Building

Present: Simon Jessey, Matt Hensel, Deborah Jessey
Absent: Erik Brecht, Lori Brecht
Also attending: Anthony Schuibbeo, Bryan Walters

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • The minutes of the previous meeting were read.
  • Mr Jessey made a motion to adopt the minutes of the previous meeting, seconded by Mrs Jessey.

Old business

  1. Mr Jessey reported that he had passed on matters concerning the upkeep of the baseball field to the township manager.
  2. Mr Jessey reported that the vendor and sponsor forms were approved by the township’s lawyer and were now being distributed.
  3. Mr Jessey reported that he had been unable to get permission to hold a fireworks display in Sadsbury Park. Mr Walters offered to contact the fireworks company to get their input.
  4. Mr Hensel reported that he and Mr Jessey met with Mr Damon, who said Gateway Church would be happy to act as a venue for the Tricentennial, provided it would not disrupt Saturday service.
  5. Mr Hensel reported that he continues to try to get food truck vendors involved. Mr Walters offered to assist in finding food providers for the event.
  6. Mr Hensel reported that the Little League would not be using the baseball field in Bert Reel Park this summer, due to low turnout.
  7. Mrs Jessey reported that she is maintaining a list of vendors and sponsors for the Tricentennial.

New business

  1. Mr Jessey encouraged Mr Schuibbeo and Mr Walters to begin preparations for the renovation of the basketball court in Bert Reel Park.
  2. Mr Jessey presented artwork to the committee for Tricentennial Day. The artwork will be submitted to the township supervisors for their consideration.
  3. Mrs Jessey presented a plan for a photography competition, with the winning image to feature prominently in an upcoming township mailer. The committee bounced ideas around for how to conduct the competition.
  4. Mr Jessey said he is going to seek reimbursement for printing costs from the township supervisor.
  5. The committee discussed ideas about activities and displays for the Tricentennial. Mr Walters said he will contact Chester County Historical Society for their assistance.
  6. Mr Jessey presented quotes for tents from Discount Tent Rental, and for inflatables from Bouncy Roo.
  7. Mr Jessey reported he had tried to contact UTICOM about banners and yard signs, but he had not yet received a response.
  8. The committee discussed the need to rent a PA system for the Tricentennial. Mr Walters said he may know someone who could provide the necessary equipment. Mr Jessey said he would also seek quotes from rental companies.
  9. The committee discussed T-shirts for the event, agreeing that the high visibility we had with the 2016 shirts was very helpful in identifying volunteers.

With there being no further business or public comment, the meeting was adjourned at 8:30 P.M.