Trustees meeting Sept. 29, 2010

A special meeting of the Board of Township Trustees, Newbury Township to discuss Oberland Park and other matters came to order at 7:05 p.m. Wednesday, Sept. 29, 2010, with Jan Blair, trustee chairwoman, Bill Skomrock, vice-chairman, David Snively, trustee, Roger Mezak, Newbury Joint Recreation Board chairman, Bruce Wiley, rec board member, and Tom Hall, contractor, present.

Mr. Wiley said Hall’s excavation of the ball field at Oberland Park looks good but the board would like to seed it soon for erosion control and plant permanent grass rather than temporary so they don’t have to do the job twice. Ms. Blair said there are funds available to pay for the excavation and infield clay work that has been completed and Mr. Hall will be paid $5,320 for his work to date from the parks and recreation expense account in the general fund.

Mr. Hall said the cost for the seeding, which was one of the alternatives on the original agreement, will be $13,900. Mr. Mezak said Mr. Wiley will oversee the project and Mr. Hall should be paid when seeding and mulching is done. He said the rec board approved the seeding on Saturday contingent upon sorting out the finances with trustees.

Ms. Blair asked Mr. Mezak what the rec board has in its coffers because the trustees haven’t seen the rec board financials. He replied they had put aside $26,000 but paid some bills out of it, leaving about $22,300. Mr. Mezak said the rec board will pay for the seeding if the trustees will pay it back by April 1, 2011. The rec board will need the money back so they can install the fences and dugouts.

Ms. Blair said the township has about $9,000 remaining in the parks and recreation budget for 2010, so another $5,000 is needed for the seeding, but she wanted to check with Chip Hess on what the township owes him for the engineering at Oberland Park before committing.

Mr. Hall said the seeding is guaranteed unless there is a natural disaster like five inches of rain in an hour.

Mr. Mezak said the deadline to plant the grass is Oct. 15 and he wants it planted by Oct. 11.

Ms. Blair said the township will give the rec board $5,000 next year as a donation. She noted the township has had to hire another employee to mow the grass at Oberland Park.

Mr. Snively said he’s fine with putting about $8,000 toward the $13,900 for seeding.

Mr. Mezak recommended the trustees contract with Mr. Hall or with the rec board.

Ms. Blair said once the trustees make up the $5,000 difference “that’s it for us” as far as other donations next year.

Mr. Hall said he’d prefer a contract with the trustees. Mr. Skomrock said the contract will specify the guarantee for the grass.

Mr. Hall said he is prepared to start seeding as soon as the ground dries.

Mr. Snively moved to accept the contract as it was presented, Mr. Skomrock seconded the motion which passed unanimously.

Mr. Mezak said the rec board will continue to cut the grass within the ball field fences and to pay to have the soccer fields cut. He also suggested trustees might want to budget $2,000 for fertilization of the fields for 2011. Newbury Local Schools allow the park board to schedule games on the school ball fields and he asked that courtesy be extended to the township ball field.

Mr. Skomrock moved that, out of the remainder of the allocated budget for parks and recreation $8,500 be put toward the $13,900 for seeding the ball field. The rec board will cut a check to the township for the balance of the $13,900 and the township will pass that on as payment to Mr. Hall. For the 2011 budget, whatever the rec board gives to the township to finish the field will be reimbursed to the rec board by the trustees by April 1, 2011. Mr. Snively seconded the motion and it passed unanimously.

Ms. Blair moved and Mr. Snively seconded the motion to go into executive session to discuss personnel at 7:50 p.m. All voted “yes.” Trustees returned from executive session and adjourned the meeting at 8:50 p.m. No action was taken.