Sadsbury Township
Parks and Recreation

July 23, 2018

Minutes of the meeting on July 23, 2018
Sadsbury Township Municipal Building

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Present: Simon Jessey, Matt Hensel, Deborah Jessey, Amanda Hensel, Jonny Damon

• 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 Community Day inflatables have been booked from BouncyRoo, tents have been booked from Discount Tent Rental, Hougar Farms has agreed to supply straw bales, Sadsbury Fire Company will again provide tables and chairs, UTICOM will again provide banners and yard signs, and Vietri Electric will again provide a generator. The committee is waiting on confirmation from John Rock about providing a trailer.
2. Mrs Jessey reported on the Community Day finances, and the committee agreed that responses from sponsors and vendors have been poor thus far.

New business

1. The committee made a decision to go with a similar color for volunteer T-shirts, since they stand out well.
2. The committee agreed to using a generic banner and accompanying yard signs to help out UTICOM.
3. Community Day will have two hot food vendors and water ice.
4. Mr Hensel will make a push on social media to attract more vendors.
5. Mr Damon will organize a series of basic, family-friendly activities.
6. There will be no live music this year, but Mr Jessey will again be playing event-friendly music.
7. The committee has decided to invest in a more powerful PA system that can be used at all future township events.
8. Mr Jessey said he will ask the Public Works Department about toilets and trash cans, and the fire departments about fire and ambulance services.

With there being no further business, the meeting was adjourned at 8:06 P.M.

June 26, 2018

Minutes of the meeting on June 26, 2018
Sadsbury Township Municipal Building

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Present: Simon Jessey, Matt Hensel, Deborah Jessey, Amanda Hensel
Absent: Jonny Damon
Also present: Jamie MacCombie, John Moore

• 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.

Discussion about potential improvements to Bert Reel Park

• The committee discussed potential improvements to the baseball field, walking trail and basketball court of Bert Reel Park with township engineer Jamie MacCombie. The committee learned about the benefits and maintenance associated with certain walking trail materials, and also learned about certain drainage issues concerning the baseball field. The committee agreed that the best way to move forward would be to survey the township residents about the park facilities before making any recommendation to the Board of Supervisors.

Old business

1. Thanks to the support of the community, the BBQ held in Bert Reel Park brought in $684. After $188.64 in costs, the total amount raised came to $495.36.
2. Mr Jessey reported he had sent out letters to local businesses in order to solicit sponsorship for Community Day.
3. Mr Jessey reported that due to the lack of volunteers and inclement weather, there had been no Snack Shack activity in June.
4. Mr Jessey reported that the township had approved a banner design for Community Day, and that he had sent an email to the company who has been doing the banners.

New business

• Todd Bowers dropped into the meeting to mention that one of the basketball hoops had fallen and had been removed by the Public Works Department.

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

May 29, 2018

Minutes of the meeting on May 29, 2018
Sadsbury Township Municipal Building

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

• 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. The committee discussed a grant proposal that was prepared by members of the Public Works Department that, if successful, would enable a comprehensive refurbishment of some of the recreational facilities in Bert Reel Park. Before being able to make a recommendation to the Board of Supervisors, the committee would need expert engineering opinion concerning Bert Reel Park, and some of the proposed installations and materials.
2. Mr Hensel reported that sales of tickets for the BBQ event had been extremely disappointing; nevertheless, the event would go ahead on June 9 as planned, with the hope being that some residents would come.
4. Due to the weather and resulting schedule changes that made volunteers unavailable, there was very little Snack Shack activity in May.
5. Mr Hensel reported that Exit Strategy had still not committed to perform at the 2018 Community Day. It was thought that the lack of shade may perhaps be an issue.

New business

1. Mr Jessey reported that the township had an exciting plan of upgrades and improvements to its website that would eventually see the Parks and Recreation site fully integrated into it.
2. The committee agreed to make http://sadsburytwp.org/day the permanent address for annual community days. Currently, it redirects to http://parks.sadsburytwp.org/day but that redirect will be eliminated when the Parks and Recreation site merges with the main site. Mr Jessey is working on content that will be put up soon.
3. Mr Jessey reported he had received approval for the Community Day sponsor and vendor forms, and the committee had already begun receiving vendor bookings. Sponsor forms would be mailed out soon.
4. Mr Jessey presented the committee with some designs for a new, reusable Community Day banner.
5. The committee is beginning to put together a schedule of events for Community Day.

With there being no further business or public comment, the meeting was adjourned at 8:18 P.M.

April 23, 2018

Minutes of the meeting on April 23, 2018
Sadsbury Township Municipal Building

Download in Portable Document Format (PDF).

Present: Simon Jessey, Matt Hensel, Deborah Jessey, Amanda Hensel, Jonny Damon
Also present: John Moore

• 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 Board of Supervisors had approved the proposed September 8 date for the 2018 Community Day.
2. Mr Jessey reported that the baseball field diamond would be getting a new layer of Diamond-Tex, and that baseball and softball games were well underway with no problems. Mr Hensel reported that the portable toilets need attention, and Mr Jessey said he would contact the Public Works Department.
3. The committee discussed Snack Shack activities. Weekends are substantially busier than weekdays.
4. Mr Hensel reported that BBQ ticket sales were poor, but that he expected it to pick up as we get nearer to the event. Mr Jessey said he would be unable to put an ad on the township website to highlight the event until an outstanding issue concerning website administrative access was resolved.

New business

1. The committee discussed an upcoming meeting concerning seeking grants for improvements to Bert Reel Park. Mr Jessey said he would attend the meeting.
2. The committee expressed concern that the township has yet to install security cameras in Bert Reel Park. Mr Jessey and Mr Moore said they would try to get things moving along.
3. The committee has decided to make some changes to the cost and allocation of vendors for the upcoming Community Day. With potential vendors already contacting the committee, Mr Jessey said he would prepare a new vendor form.
4. Now the date for Community Day is fixed, Mr Hensel said he would contact Exit Strategy to ask if they were available to perform again.
5. The committee had an open discussion on Community Day activities.

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

March 26, 2018

Minutes of the meeting on March 26, 2018
Sadsbury Township Municipal Building

Download in Portable Document Format (PDF).

Present: Simon Jessey, Matt Hensel, Deborah Jessey, Amanda Hensel
Absent: Jonny Damon
Also present: John Moore

• 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 he had spoken to individuals at Sadsburyville and Coatesville post offices and been told it would be impossible to do a mailer that targeted just Sadsbury Township because it had four different zip codes. It was determined that the cheapest way to do it would be to buy stamps for the directories and then have the township office print mailing labels for them. That represents a minimum cost to the township in excess of $2,000, although it is hard to nail this down without definitively knowing how many properties there are in the township. Additional costs may be incurred by any fees associated with work done by the township's engineer to assist in the production of the directory's map. Consequently, while the committee will continue to assemble content for the directory, it would be better to delay the actual production of the directory until any associated costs can be accounted for in the 2019 budget.
2. Mr Jessey reported on the Board's decision to limit pavilion rental to township residents and put up the fee. A new form has been uploaded to the township's website that includes the necessary changes.
3. Sales of tickets for the BBQ fundraiser have begun, and tickets are available at $12. Advertising for the June 9th event will soon be added to both websites.
4. The committee will assemble at Bert Reel Park on April 7th to clean out the Snack Shack and prepare it for use. The committee maintains its recommendation that the bathroom doors should have simple handles with push-button inside locks that can be locked and unlocked from with a key on the outside. The two-lock system has been nothing but trouble.
5. The committee has determined the best day to hold the 2018 Community Day is September 8, there being no significant events in neighboring communities that clash.

New business

1. The committee had an open discussion about Community Day, with consideration given to providing cover from the elements for the band, and more games and activities for children. It will soon be time to begin fundraising activities.

With there being no further business or public comment, the meeting was adjourned at 7:55 P.M.

February 26, 2018

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

Download in Portable Document Format (PDF).

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

• 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 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.

January 22, 2018

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

Download in Portable Document Format (PDF).

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.