Charlestown Township Board of Supervisors Business Meeting Minutes of May 7, 2012

The first business meeting for May was held May 7, 2012 at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA.

Present:

Supervisors:	Frank A. Piliero, Chairman, Michael J. Rodgers, Vice Chairman, Kevin R. Kuhn, Charles A. Philips, Hugh D. Willig
Consultants:	Surender Kohli, P.E., Dan Wright, P.E., Mark P. Thompson, Esq.
Staff:	Linda Csete, Manager, Jim Thompson, Roadmaster, Tim Hubbard, Fire Marshal, Lisa Gardner, Recording Secretary
Public:	See attached sign-in sheet

Call to Order:

7:45 p.m.

Announcements

1. Mrs. Csete announced that an executive session had been held prior to tonight’s meeting to discuss legal matters.
2. Mr. Kuhn announced that he met with PennDOT and the DVRPC this day at 2pm regarding the intersection of Pikeland and Charlestown Road. He stated PennDOT seemed unaware of any previous dialogue on the topic.
3. Mr. Piliero stated he wanted an overview from the Parks and Recreation Board regarding paving of Brightside Trail piecemeal vs. in entirety. He did not feel piece meal may be prudent. Mr. Philips stated that no plan ever discussed paving. Sue Staas said she had thought it was on tonight’s agenda. Misperception may have resulted from an email that Sue Staas requested a copy of, perhaps originating from Bob Jones. She handed out a document entitled “Concerns.”
4. Mrs. Csete announced the seventh annual Earth Day event was another success story. Many groups and individuals came forward to pick up litter along the roads. Some people do this all year round and their efforts are greatly appreciated. The Planning Commission continued its efforts to beautify the Turnpike right of way opposite Whitehorse Road. Two of our consultants, Dan Wright & Ed Theurkauf, actually volunteered their time to join them. Two township employees, including Roadmaster Jim Thompson, also volunteered their time. Laura Assayag’s Girl Scout troop planted flowers at Brightside Farm with Alix Coleman overseeing. Planning Commission Chair Wendy Leland’s Girl Scout troop is planning to hang birdhouses along the Pickering Trail.
5. The Pennsylvania State Police are sponsoring the summer camp, Camp Cadet, again this August for boys and girls ages 11-13. Flyers were available for those interested.
6. The County’s Household Hazardous Waste Disposal program has its next drop off date on Saturday, May 19th at the Owen J. Roberts High School. Handouts were made available.
7. Mrs. Csete circulated a press release from PennDOT listing road closures in Charlestown Township for pavement repairs including Route 29. They will continue to May 25th.
8. Charlestown’s Burn Ban has been lifted per Fire Marshal Tim Hubbard.

Citizens’ Forum

 – No matters were brought forward.

Approvals

Minutes of April 16, 2012 Business Meeting

Mr. Rodgers moved to approve the minutes of the April 16, 2012 business meeting, and Mr. Kuhn seconded with a question regarding the contractor liability in consideration of Rees Road traffic patterns and forthcoming changes. Mr. Thompson answered Mr. Kuhn concerns stating that keeping the road clean and free of debris was the limit of contractor liability. Mr. Kuhn also noted that Pickering Road was not hydro-seeded but simply seeded. Mr. Piliero called for further discussion and there being none, called the vote. All were in favor.

Treasurer’s Report April 1 - 30, 2012

Mr. Kuhn moved to approve the April 2012 Treasurer’s Report and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report May 7, 2012 Operating Fund

Mr. Philips asked how much the township would be spending on the Pipeline Education Project. Mrs. Csete responded that Eileen Juico obtained a $50,000 grant to conduct the program. Her bill will not exceed that amount. The township already received the $50,000. Mr. Rodgers moved to approve the May 7, 2012 Operating Fund Accounts Payable Report and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Accounts Payable Report May 7, 2012 Open Space Fund

Mr. Philips moved to approve the May 7, 2012 Open Space Fund Accounts Payable Report and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Reports

Mr. Piliero moved to accept the April reports as submitted, and Mr. Rodgers seconded. Mr. Piliero called for further discussion, and there being none, called the vote. All were in favor.

Old Business

 – None

New Business

Hutton Parcel

Susan Staas stated she circulated an email about Mr. Hutton from Rochester Mills, PA who is in arrears $2401.86 due to inheriting an orphaned piece of land in Charlestown. She handed out a map that showed it against the Turnpike. Mr. Hutton tried to get the PA Turnpike to take it in addition to Chester County without success. Staas stated there are many trails behind Charlestown Oaks and they have scoped out a trail through the Hutton property. Mr. Thompson said it was permissible to take ownership of this for public use. The cost would be the amount in arrears. Mr. Kuhn mentioned the maintenance issue. Mr. Philips asked why the Township would want it besides for the trails. Mr. Kuhn answered Mr. Piliero’s request for recommendations with suggesting a future trade to help with trail user parking or perhaps Aqua would be interested in a trade beneficial to both parties. Mr. Kuhn asked Mr. Thompson if an appraisal was in order and Mr. Thompson responded with a negative. Mr. Kuhn moved to direct the Solicitor to begin steps to acquire the Hutton parcel, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Brightside Farm Lease

The Wirtels’ lease is up August 1st 2013 but there is a clause that provides for increasing the rent for the final year. Mr. Rodgers suggested an increase. Mr. Philips said in the past minutes it was noted the cost would be the same since they are putting up with a lot and keeping up the property. Mr. Kuhn wants Brightside Farm Manager Alix Coleman to give her opinion for items to include in next year’s lease. Agreement across the Board was given to the need to remind the Wirtels of minor issues. Mr. Philips moved to direct Mrs. Csete keep the same rent of $1,300.00 per month for the last year of the lease. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

More discussion followed when Mr. Kuhn asked about needing a CPI clause. Mr. Philips said he thought it was a good idea but Mr. Willig wanted to delay the discussion. Mr. Piliero said it should be revisited each year. Mrs. Coleman wondered about a previous email’s origin and author regarding this site. The email listed improvements needing to be made to the property. Discussion followed regarding Mr. Frens’ tour of the site but the office has not received his report.

Resolutions to Dedicate Rosewood, Wyndham and Hedgerow Lanes

Mrs. Csete said she became aware of three roads that had never been dedicated to the Township, thus denying the Township a portion of Liquid Fuels Tax Funds to which it would otherwise be entitled. She estimates this to be about $2,200 yearly. She prepared the three resolutions with Mr. Wright’s assistance and asked the Board to consider adopting them. Mr. Philips moved to adopt Resolution #776-2012 to certify Wyndham Lane, Resolution #777-2012 to certify Hedgerow Lane, and Resolution #778-2012 to certify Rosewood Lane. Mr. Rogers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

 

Finalize 2012 Road Improvement Bid Package and Schedule Bid Opening

Mr. Wright referred to his cost estimates for the 2012 Road Improvement Projects, for which $400,000 has been budgeted. He had to work within a 3 week time constraint to allow for advertising this week with a bid opening of June 4, 2012. Per Mr. Rodgers, prevailing wage was now in effect since roads were combined into one package. Per Mr. Thompson the roads cannot be bid separately just to circumvent Prevailing Wage. Mr. Rodgers restated that the roads could indeed be done separately for other reasons, such as materials to be used and cost. The $15-20 wage figure was better for taxpayers and wished the bid was packaged road by road, or differently than it is now. Mr. Kuhn wanted to know the hourly estimate the jobs would take. Mr. Piliero stated that only four of the roads can be bid separately, not all 8, since some had already reached the Prevailing Wage point. Mr. Willig suggested that future road estimates be drawn up both ways. Mr. Philips suggested better data will help to make a better financial decision and also a better legal decision.

Mr. Kuhn moved to direct Mr. Wright to prepare the 2012 Road Improvement Bid Package to include Blackberry Lane, Buckwalter Road, Dobs Lane, Lincoln Road, Oak Lane, Ridgewood Road, Sidley Hill Road, and Tinkerhill Road and to schedule the bid opening for June 4, 2012. Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote, and all were in favor.

Traffic Planning & Design Proposal for Plan and Bid Package Revisions to R.R. 29 Section AL2

Mrs. Csete referred to a proposal dated 4/24/12 from Rob Prophet of Traffic Planning and Design for revision of plans and preparation of a bid package for improvements to Route 29, Section AL2 as discussed during a meeting held at the Township Office on April 20, 2012. The total cost estimate is $3,000 and includes the decorative street lights and upgraded guiderail the Township wants for this section of Route 29.

Mr. Philips moved to accept the April 24, 2012 proposal from Traffic Planning & Design for the revision of plans and the bid package for improvements to State Road 29 Section AL2. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Open Space Monitoring

Mr. Philips suggested the need for someone to monitor Township Open Space, including places owned by the Township, such as the Woolen Mill and Longwood School Ruins, and Homeowner Association and individually owned detention basins. The person could check for graffiti, noxious weed control, and mowing concerns. Mr. Philips suggested a proposal from someone who would know the township properties and perhaps a quarterly check would be enough except in the mowing months. Mr. Kuhn suggested Mr. Frens for historic or structural checks twice year, and that there should be a formal report at the Township Building for record keeping. Mr. Philips noted stormwater troubled locations should be added to the list. Mr. Piliero saw this growing from the original notion of grass mowing or weed control and suggested compiling a complete list, then from this list, finding the appropriate individual/caretaker. Mr. Philips and Mrs. Csete will collaborate on the list for the next meeting. Mr. Kuhn stated he did not foresee this being a big expense, but it was necessary for the assets, cemeteries, and properties maintained/owned by the Township.

Appoint Alternate Building Code Official and Electrical Inspector

Mrs. Csete said that Mr. Kohli recommended appointing Kyle Kehoe as an alternate Building Code Official, and Chris Madeira for electrical inspections in anticipation that Anthony Merklinger will be unavailable for several weeks in June.

Mr. Kuhn moved to appoint Kyle Kehoe as an alternate Building Code Official and Chris Madeira for electrical inspections and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Other Business

Mr. Kuhn asked Mrs. Csete to notify Dewey Homes to have the road along Rees Road mowed due to thistle.

Mr. Willig asked about whether he should be recused on matters involving the potential Andersen Easement and Mr. Thompson responded that it was not necessary under the Ethics Act.

Adjournment

Mr. Piliero adjourned the meeting at 8:41 p.m. The next business meeting is scheduled for Monday, June 4, 2012, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, Malvern, PA.