COTTRELLVILLE TOWNSHIP

PARKS & RECREATION COMMITTEE MEETING

MINUTES OF THE REGULAR MEETING SCHEDULED FOR

July 14th, 2008 at 7:00 p.m.

Regularly scheduled meeting called to order at 7:02 p.m. by Chairperson Mary Agnes Simons in the Conference Room and attendance taken.

Members Present: Mary Agnes Simons, E. Sue Terhune, Vickie Perreman, Stefano Casadei

Members Absent: Michelle Davis, Jynil Schneider, (Both Excused)

Audience Attendance: Supervisor Tom Raymond, Wes Simons, Sr.

1. MINUTES:

Minutes for June 8th, 2008 Meeting, and the minutes for the Community Forum Public Hearing of

April 21st, 2008, were handed out for review by Simons, on behalf of Secretary Jynil Schneider.

ACTION: It was moved by Simons, seconded by Terhune, to approve the minutes of the 06-08-08

meeting, as corrected, and place them on file. All Ayes. Motion Carried.

ACTION: It was moved by Simons, supported by Perreman, to approve the minutes of the Community

Forum Public Hearing of 04-21-08.

2. OFFICIAL RESIGNATION OF MEMBER MAUREEN WELLER:

Chairperson Simons presented the Committee with the Letter of Resignation from Member Maureen

Weller.

ACTION: It was moved by Simons, seconded by Terhune to accept the Letter of Resignation of

Maureen Weller from the Parks & Recreation Committee with regret, but thank her for

serving. All Ayes. Motion Carried.

3. AGENDA APPROVAL:

No additional items to be added to the Agenda.

4. PUBLIC COMMENTS:

Supervisor Tom Raymond advised the Committee that the Township Board had the bid opening for

the Extension of the Walking Path in the Township Park. The bid specifications were prepared, and

placed on file for Contractors to pickup in the Clerk's Office. Three Contractors picked up specs,

but only one Contractor turned in a bid, which was Wes Simons Trucking & Excavating Inc. His

bid was for $16,846.95. The Township Board has approved this bid as long as the Parks & Rec

Committee approves this amount. Supervisor advised the work can begin whenever the Parks &

Rec Committee decides it can proceed.

Wes Simons advised he was present in case Committee members had any questions on his bid.

Minutes of the Regular Meeting. . .Continued

Cottrellville Township Parks & Recreation Committee

held on Monday, July 14th, 2008

Page Two

5. FINANCIAL REPORT:

Committee Treasurer, Vickie Perreman supplied Committee with the Parks & Rec Financial

Report for June, along with the P & R Budget for 2008/2009, balancing to $55,002.69. Vickie

also presented us with a Pavilion Rental Report, dated July 14th, 2008, showing deposits of

$460.00 and Refunds of $40 through 06/30/08.

ACTION: It was moved by Terhune, seconded by Simons to accept the financial report by

Committee Treasurer Vickie Perreman, accept it as presented, and place it on file.

All Ayes. Motion Carried.

Vickie Perreman also advised that we have a rather large group scheduled for the renting of

the Twp Park Pavilion at the end of the July.

6. DISCUSSION ON UPDATE ON TOWNSHIP PARKS & RECREATION MASTER PLAN:

Chairperson Simons advised that she spoke with Richard Smith of Montgomery & Associates,

who is putting together our Master Plan for Parks & Rec, and that he will have a draft for us

for the next P&R meeting in August.

7. SOFTBALL FIELD UPDATE; LATEST COSTS ON INFIELD SAND; DETERMINATION ON HOW

MANY INCHES OF SAND FOR THE INFIELD; FENCING ESTIMATES FOR BASEBALL

BACKSTOP AND SURROUNDING BASKETBALL COURT:

Sue Terhune advised that she has a price from Tom Kaufman of TK & Associates for the trucking

of the White Block Sand from Blue Water Aggregates in Marysville for $9.00 per ton delivered

for trucking only to the Twp Park for the infield. Wes Simons' price was $3.85 per ton for this

same freight. Chairman Simons advised that if the Township would call BWA and set up an

account directly, we would also save the sales tax on the material, since it is a municipality

making the purchase. The phone number, and the credit manager's name was given to Mr.

Raymond.

Chairman Simons also advised that the material could be purchased for $11.85 per ton and

the suggestion made that we would need about 3" of this block sand to cover the infield,

or about 316 tons for $3744.60. The freight for 316 tons at $3.85 per ton would be $1,216.60;

for a grand total of $4,961.20 to complete the materials for the infield. The placing of this material

is included in TK's contract.

ACTION: It was moved by Perreman, seconded by Terhune, to request the Township Board

approve the freight price, for trucking only, of $3.85 per ton, of the white block sand picked

up from Blue Water Aggregates, Marysville & deliver to the Township Park by Wes Simons

Trucking & Excavating Inc., that being approximately 316 tons.

A roll call vote was required because of the request to spend money.

Perreman, Aye; Casadei, Aye; Terhune, Aye; Davis, Absent, Schneider, Absent,

Simons, Abstained. (3) Ayes; Nays, (0); (2) Absent; (1) Abstained. Motion Carried.

Minutes of the Regular Meeting. . .Continued

Cottrellville Township Parks & Recreation Committee

held on Monday, June 10th, 2008

Page Three

Chairman Simons advised that once the Township Board gives us their final approval, we will make

arrangements with Tom Kaufman to deliver the white block sand to the infield and he can grade it into

place.

Chairman Simons brought in several bids for fencing around the basketball court, and the backstop of the

baseball diamond. Three local contractors were telephoned, advised of the specifications and returned

fax'd quotations on this work. After discussion, the committee decided to rebid the fencing with slightly

different specifications and those will be available to be presented to the Twp Board at their August

meeting, hopefully.

Sue Terhune was asked to update her pricing on the clay mound material, and anything she has in mind

to keep this ballfield rolling, such as the backstop, bleachers, etc.

8. BID RESULTS OF WALKING PATH EXTENSION:

Chairperson Simons advised that since the Supervisor had already explained the way the bidding was handled, that a written advertisement was prepared and printed in the local Voice Newspaper, she suggested that the Committee take action on whether it would proceed with the work.

ACTION: It was moved by Terhune, supported by Casadei to request the Township Board award the

Walking Path Extension Contract to low bidder Wes Simons Trucking & Excavating, Inc.

in the amount of $16,846.95.

A roll call vote was required because of the request to spend money.

Perreman, Aye; Casadei, Aye; Terhune, Aye; Davis, Absent; Schneider, Absent,

Simons, Abstained. (3) Ayes; Nays (0); (2) Absent; (1) Abstained. Motion Carried.

The Contract Documents were prepared and dated, as well as Notice of Award, and Notice to Proceed.

Wes Simons came prepared to execute the documents. Four sets were prepared, one for the Contractor,

one for the Clerk, one for the Supervisor and one for the P & R Committee.

7. AGENDA ITEMS FOR AUGUST MEETING:

a). PLANNING FOR ANNUAL TOWNSHIP PICNIC -- Food Menu

With the absence of Special Events Co-Ordinator, Michelle Davis, absent this evening, we will

table this until next month.

b). POSSIBLE COMMITTEE MEMBERS:

The Township Newletter advised the community that we were looking for new members for our

committee, but as yet, none have been forthcoming. If you find people who are interested in

our park, or even if they are complaining about it, let's get them to join our group and help us

make it better!

8. ADJOURNMENT: 8:28 p.m.

Respectfully submitted by,

Mary Agnes Simons, Chairperson

YOUR NEXT MEETING IS MONDAY, AUGUST 11TH, 2007 AT 7:00 P.M.