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.

Parks and Recreation Committee Minutes March 27, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

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

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

Note: The committee was unable to access the building, so a brief meeting was conducted in the township parking lot, with most of the agenda pushed to the April meeting.

  • Meeting called to order by Mr Jessey at 7:15 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 written to Jesse Donovan to inform him of his status with respect to the committee.
  2. Mr Jessey presented draft copies of letters and forms to be sent out to potential sponsors and vendors for the Tricentennial. The committee reviewed the drafts and suggested changes. Mr Jessey will submit them to the township lawyer for approval.
  3. Mr Hensel reported that he would setup a meeting between the committee and Gateway Church to discuss the Tricentennial.

New business

  1. Mr Jessey reported there would be a difficulty in preparing the baseball field in Bert Reel Park for upcoming softball events, and that something would need to be worked out with the township manager.
  2. Mrs Jessey presented the committee with the idea of holding a photography contest, with the winning picture to be featured in the upcoming township brochure. The contest would be judged by township supervisors during the Tricentennial event. The committee agreed to discuss this further at the next meeting.

With there being no further business or public comment, the meeting was adjourned at 7:30 P.M.

Parks and Recreation Committee Minutes February 27, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

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

Present: Anthony Schuibbeo, Simon Jessey, Matt Hensel, Deborah Jessey, Erik Brecht, Lori Brecht
Absent: Jesse Donovan

  • Meeting called to order by Mr Jessey at 7:00 P.M.
  • Mr Jessey made a motion to waive the reading of the minutes from 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 he had not heard back from the FAA concerning his request for information on Temporary Flight Restrictions. The committee decided to explore different options with respect to putting on a fireworks display for the Tricentennial.
  2. Mr Jessey reported that Bouncyroo would not be able to provide their obstacle course on the June 24 date the committee had in mind for the Tricentennial, but that it would be available for dates in September.
  3. Mr Hensel reported that he had tried to contact Jesse Donovan, but he had not had any replies. The committee decided Mr Jessey would write to Mr Donovan concerning his position on the committee.
  4. Mrs Brecht reported that she attended a meeting of the Sadsbury Historical Society and opened up a line of dialogue with Mr Dick Dague.

New business

  1. After discussing the issues surrounding the availability of inflatables, organizational time, and fundraising time, the committee decided to recommend to the Board of Supervisors that the Tricentennial event be held on September 23.
  2. The committee looked at examples of municipal fliers and discussed the text and images that would be needed to produce one for the township. Mr Jessey will contact the Print Maps people and begin the process.

Discussion

  1. The committee decided to approach John Rock, Inc., to ask if they would be able to help us put together a stage for the Tricentennial.
  2. Mr Hensel agreed to begin compiling a list of food and drink vendors for the Tricentennial.
  3. Mr and Mrs Jessey agreed to create letters and forms to send out to sponsors and vendors.
  4. The committee discussed forms of advertising for the Tricentennial.

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

Parks and Recreation Committee Minutes January 23, 2017

SADSBURY TOWNSHIP
Parks and Recreation Committee

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

Present: Anthony Schuibbeo, Simon Jessey, Matt Hensel, Deborah Jessey, Erik Brecht, Lori Brecht
Absent: Jesse Donovan

Reorganization

Meeting called to order by Anthony at 7:00 P.M.

The following positions were voted on:

  • Erik Brecht nominated Simon Jessey to chair, seconded by Matt Hensel
  • Simon Jessey nominated Matt Hensel to be vice chair, seconded by Erik Brecht
  • Simon Jessey nominated Deborah Jessey to be treasurer, seconded by Matt Hensel
  • Simon Jessey nominated Erik and Lori Brecht to coordinate fundraising and volunteer outreach, seconded by Matt Hensel

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

Regular meeting

New business and old business were combined due to the availability of members.

  • Mr Jessey confirmed all members of the Committee were able to login to the PARC email account.
  • Mrs Jessey was unable to report the status of the PARC finances due to a personnel change that left the Township without a full time treasurer.
  • The subject of contributing material to a future township mailer was discussed. Mr Schuibbeo proposed the project be brought under the auspices of the Parks and Recreation Committee. Mr Jessey agreed to begin looking into it.
  • Following an email from Eric Messner, the Committee discussed a proposal to expand the township’s walking trails along Buck Run. Mr Messner attended the meeting and kindly explained his proposal to the Committee. Mr Jessey pointed out the project was dependent on the ability for pedestrians to safely cross the railroad, and Mr Hensel noted that much of the land assumed to be owned by the township had now passed into private ownership. Mr Jessey brought up the proposed study by the Department of Conservation and Natural Resources to extend Chester Valley Trail into Sadsbury Township, and how it might be possible to link it to the walking trail proposed by Mr Messner. The idea of expanding the township’s walking trails was met enthusiastically. The Committee thanked Mr Messner for his contribution and resolved to reexamine the idea at a later date.

Mr Schuibbeo and Mr Brecht excused themselves from the remainder of the meeting, due to a conflicting township engagement.

  • The Committee discussed the possibility of enrolling one or more members in a two-day training course for writing grant proposals. Mr Jessey and Mrs Brecht suggested that as a firefighter, Mr Brecht has experience in this regard and the Committee should revisit the matter when he was available.
  • The possibility of one or more “movie nights” being held in the township was discussed. Mr Jessey suggested the township should either rent or purchase equipment to make this happen, noting the township occasionally has need for presentations during meetings and there has never been anything available. Mr Hensel suggested Gateway Church, which has the necessary facilities, might be approached for hosting an event. Mrs Brecht suggested we ask other townships how they do their own movie nights.
Tricentennial
  • The Committee discussed possible dates for holding the township’s Tricentennial events, with June 24 being a strong contender, or sometime in September. Mrs Brecht suggested it might be difficult to arrange a professional fireworks display so close to the 4th of July, so pinning down a date might be contingent upon that. Pushing the date back to September would give more time for fundraising and preparation, and sunset would be significantly earlier for the fireworks. Mr and Mrs Jessey informed the Committee that they would be out of the country in late September, which might be a factor.
    It was decided that Mr Jessey would find out the procedure for getting permission from the FAA and Chester County Airport to hold a fireworks display.
    The Committee discussed what form the main “Community Day” event should take, including what equipment we would need and where it should be situated. Mr Hensel indicated he would discuss the matter with Gateway Church, and perhaps arrange a site walk-through for the Committee.
  • With the larger scale of the Tricentennial, particularly due to the proposed fireworks display, the Committee discussed how best to approach sponsors and vendors who worked with us for the 2016 Community Day, and who we might approach as new sources of sponsorship.
  • Vendor fees, and how best to provide food and drink services to visitors, was discussed.
  • The Committee discussed what to do about the plaque that is normally situated in the Bert Reel Park pavilion. It needs either refurbishing or replacing. Mr Jessey reminded the Committee about the idea of moving the plaque to associate it with a proposed memorial bench. Mrs Brecht agreed to reach out to the Historical Society.

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

Parks and Recreation Committee Minutes November 28, 2016

SADSBURY TOWNSHIP
Parks and Recreation Committee

Minutes of meeting on November 28, 2016
Sadsbury Township Municipal Building

Present: Anthony Schuibbeo, Simon Jessey, Matt Hensel, Deborah Jessey, Erik Brecht

Absent: Jesse Donovan, Lori Brecht

Reorganization

Following the resignation of former members and the appointment of new members, the Committee temporarily reorganized to accommodate the changes.

Meeting called to order by Anthony at 7:20 P.M.

The following positions were voted on:

  • Acting Chair, Simon Jessey
  • Vice Chair and Operations, Matt Hensel
  • Treasurer, Deborah Jessey
  • Fundraising and volunteer outreach, Erik and Lori Brecht

New business

The committee began preliminary discussions for the Township’s Tricentennial Day. Topics included potential dates, venues, and activities. Currently under consideration is a three-venue event, which includes a 5K run starting in Bert Reel Park, a Community Day-style event at Gateway Church, and an evening fireworks display in the park off First Avenue – the latter would need coordination with Chester County Airport and the FAA.

The committee discussed how to publicize itself and attract more community involvement. We talked about the possibility of holding movie nights in various locations around the Township.

The next scheduled meeting would normally fall on December 26, so the committee decided to cancel that meeting and hold our next meeting on January 23, 2017. The January meeting will also include a full reorganization of the committee.

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

Parks and Recreation Committee Minutes August 22, 2016

Present: Rita Maurio, Leonard Maurio, Anthony Schuibbeo, Matt Hensel, Simon Jessey
Absent: Jesse Donovan

Meeting called to order by Rita Maurio at 7:20 P.M.

Old Business

The committee met to debrief on Community Day. According to Sadsbury Police and Chief Gathercole of Keystone Valley Fire Dept., the event drew a crowd of approximately 600. Feedback from vendors was positive. Feedback on inflatable rides was positive. There were two medical emergencies, one concerning a volunteer staff member after donating blood and one concerning a vendor who had just had surgery. Both emergencies were handled effectively. There was also one arrest for drunken and disorderly conduct after the event’s close.

Recommendations for next year include advertising the event itself as no pets/no alcohol, instead of just relying on park rules in those areas; seeking a solution to generator problems; clearer designation of handicap parking; and more shaded seating. The prospect of moving next year’s event to a larger venue was also discussed.

Upon the recommendation of Officer Barr, the Parks Committee made a decision to contact the Sadsbury Police to discuss the possibility of the police locking Eric’s Place each night and unlocking the playground area each morning as a preventive measure against crime in that area. The need for security cameras in the park was again stressed at the meeting.

New Business

The committee briefly discussed the need to address repairs and renovations to the baseball field fencing and repairs to the walking trail as a focus for the upcoming year. Preliminary investigations of costs for the two areas of repair are to begin this September in anticipation of the township’s annual budget meeting.

Treasurer’s report

Account balance from Township treasurer: Pre-event Community Day income realized from sponsorships and vendors was $4,265.00. Event expenditures as of 8/22/2016 totaled $1,380.98. Net income as of 8/22/16 was $2,884.02.

Matt Hensel reported proceeds from Snack Shack sales at the event totaling $227.00 and Rita Maurio reported monetary donations at the event of $10.00, adjusting the net income for the Parks and Recreation Account to $3,121.02 as of 8/22/16.

With there being no further business, the meeting was adjourned at 9:15 P.M.