Council presses staff for clearer process after flurry of 2025 park program proposals

West Chester Borough councilors pressed borough staff to define a clear, written process for selecting, vetting and approving third-party park programming after staff presented eight proposed spring and summer programs for 2025.

Parks staff said the roster includes a mix of local and third-party providers that historically run well in West Chester; programs range from introductory golf (Skyhawks) and youth soccer (Soccer Shots) to Brandywine's summer camp, tennis and skateboard lessons. Staff said many providers ask to advertise and open registration as early as April, which raised concern because the recreation commission did not meet in February and therefore did not provide a prior recommendation.

Council members asked for more consistency and transparency. One councilor said the borough should adopt a documented plan for choosing vendors rather than proceeding on a largely ad hoc, first-come, first-served basis. Staff said their usual approach is to prioritize local providers, check references and require insurance and background checks; for revenue-sharing programs staff reported a typical 80/20 split in favor of the contractor or program operator. Staff also said some programs are time-sensitive because participants sign up early for summer activities.

Council and staff agreed to put the full set of program agreements on the next regular meeting agenda for formal approval so staff can begin marketing and registration once council acts. Council requested a written selection and approval process be prepared and circulated to members; staff said they would deliver a clearer process and a contingency plan for times when the recreation commission lacks a quorum.

Residents and councilors raised safety and oversight questions. Staff said any drop-off camps must provide police background checks, proof of insurance and participant waivers before the programs start. Several councilors said the parks and recreation commission should vet future programming recommendations in advance so council receives a consistent package.

No final approvals were taken for all eight programs at the work session; several items were moved to the consent agenda or scheduled for discussion at the next meeting to allow time for review and to ensure compliance documentation is in place.