COTTRELLVILLE TOWNSHIP

PARKS & RECREATION COMMITTEE MEETING

MINUTES OF THE REGULAR MEETING SCHEDULED FOR

July 16th, 2007 at 7:00 p.m.

Regularly scheduled meeting called to order at 7:01 p.m. by Vice-Chairwoman Mary Agnes Simons

in the Conference Room and attendance taken.

Members Present: Chairwoman Michelle Davis arrived at 7:05 p.m., Maureen Weller, Sondra Steers,

E. Sue Terhune, Jynil Schneider, Stefano Casadei and Mary Agnes Simons.

Members Absent: Vickie Perreman, Excused.

Audience Attendance: Treasurer Diann Courtney

1. MINUTES:

Minutes for June 11th, 2007 Meeting, were handed out for review by Simons. Mrs. Courtney

offered the correction of the minutes under "Financial Report," the sentence, "Evidently the

new Treasurer was advised to dispell with the '208' account number which was our account

number in the General Ledger." Mrs. Courtney advised our committee that the account

number was removed prior to her taking office as Treasurer. This correction shall be made

in the minutes.

ACTION: It was moved by Terhune, seconded by Steers, to approve the minutes of the 6-11-07

meeting, as presented with the above correction "that the '208' acccount number

was removed from the General Ledger, prior to Diann Courtney taking office as

Treasurer." The rest of the Minutes shall stand & be accepted and placed on file,

for the record. All Ayes. Motion Carried.

2. PUBLIC COMMENTS:

Public Comments started at 7:05 p.m.

Sue Terhune introduced Diann Courtney as our Treasurer to everyone, having been appointed

by the three remaining members of the Township Board after the office was vacated by the previous

Treasurer, Betty Zweng. Diann offered future support in helping to keep a handle on the funds for

Parks & Recreation. She advised she would like to discuss some items in the financial report

handed to her tonight when we get to that part of the meeting.

End of Public Comments 7:10 p.m.

3. FINANCIAL REPORT:

Mary Agnes Simons, VP, advised that Vickie Perreman has a serious illness in her family, but

prepared the financial report which is attached. She included information from March 31st, 2007

through July 6th, 2007.

Vickie's report shows a total of $72,804.33, with approved invoices as paid in the amount of $ 16,576.20

leaving an unconfirmed balance of $ 56,228,13. This will need to be verified by the Treasurer's Office

and the Clerk's office, when they put the "208" account back in the General Ledger with the budget

amount provided by the Township Board. Hopefully next month, we will be able to verify Vickie's

balance with the Township's records so we remain on track.

Minutes of the Regular Meeting. . .Continued

Cottrellville Township Parks & Recreation Committee

Held on July 16th, 2007

Page Two

Twp Treasurer Diann Courtney advised that she believes some of these invoices have already been

paid, so was questioning where the numbers came from. Simons explained that this has been a

running total of expenses, and yes, many of these have been paid, but we did not get a report in

writing for May, and as of June, we had no Treasurer, until she was appointed, and we still have

nothing we can get in writing until the funds have been put back into the "208" account to

verify with. This is a combination report with several months included. We shall try and verify

next month when our P & R Treasurer is back.

ACTION: It was moved by Simons, seconded by Schneider to approve the financial report

prepared by Perreman as presented for the months of May & June. All Ayes.

Motion Carried.

Simons handed the package of current outstanding bills to be paid to Chairperson Michelle Davis

to review with the committee. All of J&D Lawn Maintenance invoices for May & June were approved

by Vickie Perreman, in the amount of $735.00 for May 7th, 21st, & 31st and June 7th, 14th & 21st,

for an additional $735.00. These were signed & dated as approved on June 28th, 2007.

Michelle explained what took place with Stefano Casadei's checks, and cleared that matter up. She

will mark the invoice for Stefano's June work as Paid and write down the check number of his most

recent check so that it will not be processed for payment again. Stefano will be able to cash his

check now, that he received for June, dated June 6th. With the Treasurer, Diann Courtney in the

audience, she will see this is hand carried to Clerk Pfaff to file.

An invoice from TK & Associates was also in the package to be paid in the amount of $6,255.00

which is for items #4 and #6 of the original RFQ dated February 2006. The total amount of the

job is for $6,950.00.

Michelle Davis saw a "little sticky note," attached to the invoice which took 10% off the $6,255.

Michelle pointed out that the 10% was already taken off in the "body description," of TK's

invoice and therefore, the actual balance to be paid is $6,255. Ten percent of $6,950 is $695,

leaving the balance of $6,255 to be paid. TK will have to invoice for the retention at a later date.

ACTION: A motion by Terhune, supported by Schneider, to ask the Township Board to pay

TK & Associates invoice # 3384, dated June 20th, 2007 in the amount of $6,255.00.

Roll Call Vote because of the request to spend money.

Davis, Aye; Weller, Aye; Casadei, Aye; Terhune, Aye; Steers, Nay;

Schneider, Aye; Simons, Abstained; Perreman, Absent.

5 Ayes, 1 Nay; 1 Abstained, 1 absent. Motion Carried.

With that, Michelle Davis, as Chairperson, signed and dated the TK invoice to be approved for payment

in the amount of $6,255.00.

Minutes of the Regular Meeting. . .Continued

Cottrellville Township Parks & Recreation Committee

Held on July 16th, 2007

Page Three

4. BASEBALL FIELD UPDATES:

Chairperson Davis asked Simons to explain her e-mail about changing the "Diamond Dust,"

requested for the baseball diamond infield to "H-2 Stone Sand." This was explained by Simons.

Memo to Sue Terhune from Simons, dated June 20th, 2007, regarding "A possible substitution for

"Diamond Dust," is attached.

Sue Terhune advised that the clay required for the pitcher's mound is also imported from Canada,

& comes in bricks, she requiring 254 bricks for a softball field, and 237 bricks for a Little League

field. Sue advised she will contact Mike Jelsone of China Twp about any extra bricks he may have

available for us to buy. Sue advised that she will get a price on fencing for the ballfield and the

basketball court area, as well. Chairperson Davis cautioned Sue not to committ to anything as

there is not enough money to make these purchases.

5. TARP FOR THE PAVILION INFORMATION:

Chairperson Davis asked Simons to explain her e-mail about the Tarp Pavillion. This was explained

by Simons. Memo to all committee members from Simons, Terhune & Steers, dated July 3rd, 2007

regarding the Tarp for the Pavilion, is attached.

6. WALKING PATH:

Chairperson Davis asked Simons to talk about the Walking Path work. Simons advised that she

was not prepared to speak about this agenda item as yet.

7. SEALING OF THE BASKETBALL COURT SURFACE:

Chairperson Davis asked Simons to talk about the basketball court. Simons advised that she went

back to the company that did the asphalt job for us, and received a price of .10 cents per sq ft to

seal the basketball court, she advising it should be done every 2 or 3 years.

8. SET DATE FOR INSTALLATION OF NEW EQUIPMENT:

Chairperson Davis advised that since no one showed up for her date to put the new equipment

together, she wanted to set another date. Sue Terhune advised that Bob Pfaff and Bill Jenuwine

had volunteered to assemble the picnic table, and the replacement swing set, and the tot swing,

however the tot swing will need to have a foundation. Mary Agnes Simons advised that she had

volunteered her husband, Wes Simons, with help from Ron Perreman (Vickie's husband) to help

put in the footing for the tot swing. Stefano Casadei advised he would also help the guys, and

was told by the committee, the best place to install it on the playground. We will have to

coordinate that soon.

Minutes of the Regular Meeting . . .Continued

Cottrellville Township Parks & Recreation Committee

Held on July 16th, 2007

Page Four

9. PAVILION RENTAL PROCEDURES UPDATE:

Chairperson Davis asked Simons about the e-mail she sent to everyone regarding the adoption

of the Park Rental Procedure. She advised that it had been adopted at the July Twp Board meeting.

She, Sue and Diann had Sondra Steers explained that her final draft was corrected and ready to

turn back into the Township for posting and implemetation of the procedure on how to rent the park

pavilion.

Sondra Steers volunteered to bring in the form, and with the help of Treasurer Diann Courtney,

explain it to Clerk Vi Pfaff and Deputy Clerk Dawn Marie Brown, for implementation. Sondra

volunteered to post her phone number in the display case in the park in case there is a question

by anyone. This will need to be okayed by the Clerk first.

Sondra wants to post the park rules, and a calendar so that there will be no question who has

rented the pavilion for the dates listed. There appears to be people who are listed as renting the

pavilion, however have not paid a deposit. Sondra wants to contact these people, but Simons

advised her to contact the Clerk first and ask her if she would prefer to handle it in her office, first.

Michelle Davis reminded us that we always had a large poster grade card given to the renters

of the pavilion so they could post their name & the time they wanted the use of the pavilion

so there would be no mistake on who had possession of the structure. Sondra Steers

volunteered to prepare a bunch of them so they can be passed out when the deposit is

paid to the Township for rental of the pavilion.

10. GRAVEL FOR PARKING LOT OF TOWNSHIP PARK:

Chairperson Davis asked Simons about the gravel for the parking lot of the Township Park. Simons

explained she has not heard anything as far as when, only that it would be done when the County

was working in our area, and that it would be soon. This was verified by both Sue and Diann from

the last Twp Board meeting held. Simons said she would e-mail Supervisor Raymond regarding

a schedule date for this work.

11. ROUND TABLE DISCUSSION:

Stefano Casadei advised that he would like to see some sprucing up of the park, that it is starting to

look a little deprived. He talked about the playground mulch becoming a little thin, the sand in the

sandbox, settling, the diggers needing a new footing to anchor them again. He advised the trees

on the berm look in need of more mulch, the park grills look a little shabby and rusty looking. He

also said the one picnic table which is wood, is falling apart.

Sondra Steers showed pictures of the lattice work on the bridges need some replacement as well.

All agreed that we need some help with these things, but that there are no funds for all of this stuff.

After Mary Agnes Simons questioned Stefano as to how much sand would be required for the sand

box, she volunteered her husband Wes Simons to bring in two or three yards of clean beach sand for

the sand box. She advised she will have Wes, Ron & Stefano install a new footing for each of the

Play Diggers in the sand box when they set the footings for the Tot Swing.

Minutes of the Regular Meeting . . .Continued

Cottrellville Township Parks & Recreation Committee

Held on July 16th, 2007

Page Five

Sue Terhune advised that Jeff from the J&D Lawn Service Company volunteered to work through the

playground mulch to fluff it up a little. Michelle wanted to know if we could buy a few bags of mulch

and Mary Agnes explained that it must be special playground mulch that comes in by semi-truck

and we have had to buy a load only one other time since the original load, and the park is 5 years

old. The stuff is safe for playgrounds and treated special, so it won't hurt kids and won't burn.

Mary Agnes Simons volunteered her husband, again, to pickup mulch from Marine City Nursery

if we can buy the mulch in bulk for the trees on the berm. Sue volunteered to contact Warren

Senger to see if would want to help us by reducing the price a little, and Wes Simons would

truck it for free for the township park.

Maureen Weller, volunteered to get a 4' x 8' sheet of wolmanized lattice work to fix the bridge,

and Sondra Steers volunteered to help install it with her. We will reimburse her for materials.

Maureen also volunteered to get special black heat resistant spray paint for the grills, and Sondra

volunteered to help scrape the rust off the grills, and help Maureen spray paint the grills to spruce

them up. We will reimburse her for materials.

After a short discussion, it was decided that we would dispose of the wooden picnic table, and

replace it with the nice new one that was donated by Patricia & Bill Jenuwine.

Boy, it was just like old times, like when Bill Jenuwine was running our Parks & Recreation Committee,

with everyone volunteering to do stuff to help our little park! Those were the good old days!

Chairman Davis reported that she had pricing on running an advertisement in the Voice Newspaper

for the Township Picnic for $62, and in order to be in by August 29th, she would need it by August

22nd. The "Community Calendar," is free, and that would need to be in by August 15th to meet that

news deadline. It was the concensus that the "Free" article would be the way to go. Michelle will

get that ready for print.

CHAIRMANSHIP RESIGNATION:

Chairperson Michelle Davis turned in her resignation as Chairperson of our Parks & Recreation

Committee tonight advising that it was taking up a good deal of time from her family. She has

served in that capacity for two and a half years, after being thrust into that position having only

been on the committee a short time. Michelle has done a fine job, and feels she would like to

step down, however has decided to stay on the Committee, particularly in the capacity of

"Special Events Director," as she is great at organizing large groups for partying. We are thankful

she has decided to continue in that capacity. Though this will be a lower pay scale, by half, then what

she received as Chairperson, we know she will enjoy the freedom much more. (Half of nothing is

still nothing! Don't spend it all in one place.)

Well, Michelle, your first job as "Special Events Director," is our Annual Township Picnic, scheduled

for Sunday, September 9th, from 12:00 noon to 3 p.m. Of course, after that one, you will have to gear up

for the Halloween Party scheduled for Sunday October 21st, 2007 from 11:00 a.m. to 1 p.m.

Minutes of the Regular Meeting. . .Continued

Cottrellville Township Parks & Recreation Committee

Held on July 16th, 2007

Page Six

Then we will give you a winter break until the Easter Egg Hunt in 2008. Thanks, Michelle for all you

do for our Committee as you have always stepped to the plate to do more than your share of the

work. Thank you again!

A resignation letter was placed on file.

ACTION: It was moved by Terhune, supported by Steers to accept the resignation of Michelle Davis

as Chairperson of the Township Parks & Recreation Committee, with regret, but insist

she stay on the Committee as a regular member, and be named as "Special Events

Director." All Ayes. Motion Carried.

In talking about the Township Picnic, Jynil Schneider advised that her husband is a professional magician,

and that she is a professional clown, called "Tiny the Clown." She has volunteered her husband to work

at the Township Picnic at a reduced rate of $75 per hour from $175 per hour. Sue asked that she fill out

a "work in kind" slip for the difference in money so that will add to our budget. Jynil can make all the

animal balloon tricks, as well. We will be right on top with this year's program! Jynil's husband also

has a fire truck, which he will make available in the place of "Dan, Dan, the Choo Choo Man." We'll get

the costs on the fire truck for the agenda for next month's meeting.

12. ADJOURNMENT: 8:55 P.M.

Respectfully submitted by,

Mary Agnes Simons, Vice-Chairperson

YOUR NEXT MEETING IS MONDAY, AUGUST 13TH, 2007 AT 7:00 P.M.