PALMER TOWNSHIP RECREATION BOARD

JANUARY 15, 2008

The regular monthly meeting of the Palmer Township Recreation Board was held on Tuesday, January 15, 2008 at 7:30 p.m. with all members in attendance except Young, McBrairty and Knox. Also present was Supervisor/Liaison Robert Smith. Chairperson Nielsen opened the meeting and welcomed new member William Webb to the Board.

NOVEMBER MINUTES – Nielsen noted that the meeting with the Athletic Association was held on January 10, 2008 not the 17^th. After this correction was made the minutes were approved on motion by Worley, seconded by Nielsen and agreed by all.

SLATE OF OFFICERS – Same as 2007. Officers are appointed every 2 years.

TREASURER’S REPORT – Worley reviewed his new concept of how he wanted to do the treasurer’s report for this year. It will be itemized. Worley noted some of the purchase orders do not have shipping/handling charges on them and he doesn’t know until the bill comes in what these charges will be so this will have to be added at a later time. On motion by Webb, seconded by Walker, and agreed by all the Board voted to approve the treasurer’s report pending it being revised and distributed to all.

PUBLIC COMMENT – Palmer Veteran’s League – 35 & over – Mr. John Kerbaugh and Mr. Jim Nolasco were present with applications for field use. They submitted the financial report from 2007 and will submit rosters and check for league fees as soon as they get their teams together. Their season runs from April 1 to September 5, Monday thru Friday at Keystone and Tracy fields. Their tournament will be September 6 and 7 with rain dates of September 13 and 14. Board told him he is to work with soccer commissioner since they two programs will overlap. Kerbaugh noted they have worked together in the past and they will again. Kerbaugh has Knox’s phone number and will get in touch with him. On motion by Worley, seconded by Walker and agreed by all, the Board approved the use of Keystone and Tracy fields for the Palmer Veteran’s League – 35 & over for their season of April 1 to September 5 with their tournament being held on September 6 and 7 with rain dates of September 13 and 14, conditioned that they speak with the soccer commissioner.

Worley brought up a letter that the Board received from Tom Adams. It was a response from Adams to a township resident in Villages at Mill Race subdivision who had some concerns about the park. Board noted they agreed with Adams’ response but did question the policy for the closing of the parks that was discussed a while ago. Grube informed the Board that she has spoken with Chief Fretz on this recently since it never got to the Board of Supervisors for approval. Fretz noted he felt that there were too many words in what the Recreation Board was proposing and that it just had to be condensed, then an ordinance has to be established so the parks can be posted and then the police can enforce it. Grube spoke with Young on this when it was first realized that it had not been passed onto the Board of Supervisors and he noted he would work on this with Chief Fretz and report to the Recreation Board.

Discussion then centered on dates of sporting seasons. The AA handbook has all the dates in it except LaCrosse. This will have to be updated. It is also in the Parks and Recreation Comprehensive Plan. At the November meeting of this Board it was designated that the LaCrosse season will run from Mach 29^th to June 30^th. All sports are to go by their season dates and not go outside of these dates. If they do they have to know that they do not have any township equipment to use and they are not insured.

LaCrosse request for field use – Todd Doerner submitted a request for the use of the football field, concession stand and complete complex for a LaCrosse tournament on Saturday, April 5, 2008. He also is asking for the football field for home games with dates to be submitted later when the schedule is made. The tournament will be from 8 a.m. to 10 p.m. he will be using the lights at night. Worley motioned to allow this tournament and the home dates, weather permitting, and if the bathrooms are not ready for the season he must get port-a-potties. Worley then noted that he actually will need to get some port-a-potties for the tournament. Walker seconded this motion. Motion was amended by Worley, seconded by Walker, to state if the tournament is postponed due to weather or field not being able to be used the tournament must be rescheduled for April 12 or then after the season. Motion was agreed by all.

Jim Schwab – Nielsen asked if he has a complete inventory of equipment. Schwab noted not yet but he is working on it. When they are completed they are to go to Diane for copying for everyone. Smith noted his idea for the purchasing of new equipment. He feels when a purchase order is written by the liaison of the sport it should go to Schwab for his review and he will check the inventory. After he reviews it and makes any changes that are necessary, it can then go to the township for signature and to be sent out. The existing list will be distributed to all involved in this. Nielsen noted that is fine but it has to be an approved system and it must be put into place. New commissioners must be informed of this system.

Discussion centered on the returning of equipment. Football and wrestling are a very controlled sport and there is not a problem with the equipment being returned. The other sports are wide spread and have a large number of teams/kids. One way was to have a parent sign for the equipment that was give to their child/children stating if it is not returned they will be billed. Another way was to have each coach get his teams’ equipment which he/she will sign for. The coach would then hand it out to his team members and have the parent sign the paper then. There definitely needs to be a listing of what each child received and a parent’s signature for the equipment. Coaches need to be told they must get the parents’ signatures and if not then they will be responsible. Commissioners are to take their rosters with sizes to Schwab. He will get the equipment together. If there is a problem with sizes, he will set a date for any exchanges that will be necessary. The last night of each sport, each child is to bring a change of clothes and gives his/her uniform that night to the coach. The coach is responsibility to wash it and return it.

Ice packs to be purchased under Recreation Board miscellaneous line item and distributed amongst the sports. They are to be returned if not used and Schwab will re-issue them for the next sport. Smith stated he is checking to see if a child can use their own equipment for a sport and if the township is going to be responsible for someone getting hurt, liability issues.

Reports –

Budget – Nielsen noted that janitorial fees will not be charge this year for basketball so the $3700 for janitorial fees that was put in that line item was taken out. $3,000 was put in wrestling and will be sent to the AA for the Recreation Board’s contribution towards the new wrestling mats and $700 was put in Capital Equipment.

Egg Hunt – Candy is ordered.

Maintenance – Tom Adams informed Smith that the doors will be replaced at the field house through the township account.

Soccer – Nielsen reported for Knox that there will be a spring soccer program held through the community center. This is on a voluntary basis. In Moore Township they are charging $65 so the league wants to use Tracy fields and will be charging $35.00. This would be from April 6 to June 3. Since it is through the community center they would get the profits. Worley asked how a parent differentiate that this is not a township funded program and feels they should be charged for the field. There were many questions on this such as who are there two locations being discussed, why the community center and Tracy fields? Why is the community center getting the money if it is being held on a township field, not in the community center? Board feels this should be tabled until next month to speak with Knox. There are too many questions.

Board noted they have to come up with a policy very soon and get these “out of season” programs straightened out and when can they have them, who is responsible for what. There should be a committee put together to discuss this and figure it out.

Smith and the Board discussed where sign up money should go, into township funds? Feels everything should be except fundraising money. This is something that also has to be discussed. There are things that the Athletic Association is paying for that is really a township project.

On motion by Worley, seconded by Walker, and agreed by all, the meeting was finally adjourned at 10:20 p.m.

Diane Grube, Corr. Secretary