Charlestown Township Board of Supervisors Business Meeting Minutes of June 4, 2012

The first business meeting for June was held June 4, 2012 at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA.

Present:

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

Call to Order:

7:30 p.m.

Announcements

Mr. Kuhn announced that since both Chairman Piliero and Vice Chairman Rodgers are out of town, he was elected acting Chairman for tonight’s meeting. That action was taken at the meeting held on May 24, 2012.

Mr. Kuhn announced that the Township made settlement on the Thompson conservation easement this month, preserving 200 acres in Charlestown and with Schuylkill Township preserving another 180 acres. There will be a total of 23 homes and 11 homes permitted on the Charlestown portion of the property and 12 homes in Schuylkill. The North American Land Trust is a co-holder of the easement. The property is located along Whitehorse Road, with frontage on Mine Road, Tinker Hill Lane and Tinker Hill Road. Without this easement, there was the potential for 150 homes on this property. An estimated 26% of Charlestown Township is now preserved. He also thanked the Thompson family for keeping it as long as they did and as open space, giving the Township the opportunity to permanently preserve it.

Mr. Kuhn announced that the Brightside Farm looks great especially the new community garden fence.

Mrs. Csete announced that the Trail Committee is featuring 3 guided trail walks and one horseback ride this month, and flyers are available here at the meeting.

Citizens’ Forum

 – No matters were brought forward.

Approvals

Minutes of May 7, 2012 Business Meeting

Mr. Philips moved to approve the minutes of the May 7, 2012 business meeting, and Mr. Willig seconded. Mr. Kuhn called for further discussion and there being none, called the vote. All were in favor.

Minutes of May 24, 2012 Business Meeting

Mr. Philips moved to approve the minutes of the May 24, 2012 business meeting, and Mr. Willig seconded. Mr. Kuhn called for further discussion and there being none, called the vote. All were in favor.

Treasurer’s Report May 1 – 31, 2012

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

Accounts Payable Report June 4, 2012 Operating Fund

Mr. Philips moved to approve the June 4, 2012 General Fund Accounts Payable Report and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote, and all were in favor.

Accounts Payable Report June 4, 2012 Open Space Fund

Mr. Philips moved to approve the June 4, 2012 Open Space Fund Accounts Payable Report and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote, and all were in favor.

Reports

Mr. Willig moved to accept the May reports as submitted, and Mr. Philips seconded. Mr. Kuhn called for further discussion, and there being none, called the vote. All were in favor.

Mr. Kuhn addressed Jim Thompson, Roadmaster, who had the task of getting quotes for line striping. Mr. Thompson was given permission by the Board to proceed with Zone Striping, Inc., of Glassboro, NJ to line stripe at various intersections.

Old Business

 – None

New Business

Open Bids – Charlestown Township Dam Project

The following bids were received by the Township office for the project to repair the dam breach at Charlestown Park.

Contractor	Bid Amount
Melchiorre Construction Co.	$69,000
Bulldog Construction	$61,500
Lechmanik Inc.	$65,228

The bids were turned over to Mr. Kohli for evaluation and a recommendation for the contract award, to be made at the July 2, 2012 meeting.

Open Bids – 2012 Road Improvement Project

The following bids were received by the Township office for the 2012 Road Improvement Project.

Contractor	Bid Amount
Road-Con	$336,438.50
Kehoe Construction	$382,892.67
Innovative Construction Services	$344,395.59
Dan Malloy Paving	$319,900.50
Macanga Paving Contractors	$332,082.49
Cedar Springs Construction	$362,865.50
Charlestown Paving & Excavating Inc.	$315,665.12

The bids were turned over to Mr. Kohli for evaluation and a recommendation for the bid award, to be made at the July 2, 2012 meeting.

Discuss Outline of Property Manager Duties

Mr. Philips referenced the May 29th outline he and Mrs. Csete prepared for discussion on open space areas the Township would like to more formally monitor and maintain by assigning consultants to perform routine periodic inspections. Surender Kohli and the Township office would receive reports documenting the inspections. Kevin Kuhn suggested Dale Frens as the historical structure candidate and Ed Theurkauf for the balance of the properties. Contacting them and requesting an estimated hourly rate, number of visits/inspections needed yearly, setting a preliminary schedule, and creating a spreadsheet like the one used for easement monitoring was discussed.

(Mr. Thomas Comitta arrived at 7:50pm.)

Sue Staas of the Trails Committee asked the Board if the property manager duties would include something like opening the Mill for special events like the trail tour on June 16th and clean it. Kevin Kuhn asked Mrs. Csete to email Mark Cabot about pressure washing inside the Mill, and if he’s not available, to ask Pete Seegal. Mr. Kuhn will meet with whoever is hired to discuss the job. To answer Sue’s question, he said the person conducting the inspections would not be responsible for corrections, repairs, etc., but act more as an overseer and person to manage.

Bob Jones, Park and Recreation Chairman stated he would like an interactive map for easements and locations like this to be online. Mr. Kuhn mentioned the potential high expense and then offered his substantial documentation. He will send Mr. Jones and Sue Staas what he has, although very few have trail language. Mr. Kuhn will wait for Mrs. Staas to send a list, compile the documents, then send the agreements to her, Mr. Jones and Linda Csete.

Nancy Long – Certificate of Appropriateness

Mr. Kuhn referred to the Certificate of Appropriateness drafted by HARB Chairman Rosemary Philips, in which the HARB supports the installation of a skylight at the Long house at 662 Church Road.

Mr. Philips moved to approve the Certificate of Appropriateness for Nancy Long and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.

Resolution Authorizing Expenditure of Open Space Tax Funds – Hevner

Mr. Philips moved to adopt Resolution #780-2012 authorizing the purchase of the Hevner Easement for a sum not to be in excess of $355,000 using open space tax funds, and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.

Insurance Renewal 6/11/2012 – 6/11/2013

Mrs. Csete provided some background on the insurance process and indicated the overall cost is just slightly higher than for 2011. She said service continues to be excellent from the insurance brokerage firm, Simkiss Companies and specifically from Ken Moyer. She stated that last year the additional terrorist coverage was declined, at an approximate cost of $418 for the year. Supervisors opted to take the additional coverage this year for $401.00.

Mr. Kuhn moved to approve the Scottsdale insurance proposal obtained through Simkiss Company for the period of 6/11/2012 – 6/11/2013, including the terrorism coverage, and Mr. Philips seconded. Mr. Kuhn called for discussion and there being none, called the vote, and all were in favor.

Devault Foods Inc. – Request for Extension of Preliminary Plan

Mrs. Csete said Devault Foods has requested another one year extension to the deadline for filing the Phased Final Plan associated with the five phase Preliminary Plan that was conditionally approved in June 2005.

Mr. Kuhn moved to approve a one year extension to the Preliminary Plan and Mr. Philips seconded. Mr. Kuhn called for discussion. There being none, Mr. Kuhn called the vote and all were in favor. Discussion followed between Mr. Willig and Mr. Thompson about a bill that extended various types of plan approvals but doesn’t include NPDES permits, which this plan includes.

Devault Foods Inc. – Request for Extension of Permit #3419-06, C-06-244 and 07015 E & S

Mrs. Csete said Devault Foods has requested a one year extension to the permits associated with their wastewater pretreatment equalization tank and its utility building.

Mr. Philips moved to approve a one year extension to Permits #3419-06, C-06-244 and 07015 E & S, and Mr. Kuhn seconded. Mr. Kuhn called for discussion. There being none, Mr. Kuhn called the vote and all were in favor

PennDOT Traffic Signal Maintenance Agreement and Resolution to Authorize Signer

Mrs. Csete referred to the Agreement PennDOT requests the Township execute that will give title to the traffic signals installed at Morehall Road and Yellow Springs Road, Morehall Road and Whitehorse Road, and Morehall Road and Phoenixville Pike to Charlestown Township. Mr. Thompson will review the agreement, and the matter was placed on the July 2, 2012 agenda for consideration of approval.

Parks & Recreation – Presentation of Parks & Recreation Plan Update

Planning Consultant Tom Comitta gave a presentation of the Parks & Recreation Plan Update with Parks & Rec Board Chair Bob Jones and Trail Committee Chair Sue Staas in attendance. The draft of the Plan was crafted following several work sessions held this year where public input was sought. Mr. Comitta presented the Board with a handout attached as an addendum to these minutes. It included the results from an online survey from 251 respondents. Desired activities were listed by age group, by priority, and an alphabetized list and map that matched activities with viable locations was handed out. Also an Open Space and Recreational Resources map that was updated with the three new conservation easements was included, along with a trail map, and other maps to be discussed.

The Charlestown Township Park Master Plan Map reflected, to Tom Comitta, a surprising desire of the residents for an amphitheater. It also reflected the Board’s May meeting decisions like new park signage. Also visible on this June 4th revision were pavilions close to parking for safety and loading reasons, and a planned location for safer play apparatus.

Mr. Comitta suggested adding an additional color to the Final Graphic Key for amenities considered for “POST 2022”. This would be in regards to his first question to the Board this evening, “Do you want a Dog Park”, followed by having an Amphitheater and the Activity Center. The Dog Park would be at the expense of 20-30 parking spots. After some discussion the Board felt the parking was more important than a dog park, since dog walkers are already using the park and seem satisfied with it. Mrs. Staas said a dog park provides a lot of socialization for both people and their dogs, and asked the Board not to discount it too quickly. Mr. Philips said it could be considered for the Brightside Farm. Mr. Willig asked if there’s another dog park nearby, and Great Valley Nature Center representative Jeremy Leaidicker said there’s one in Phoenixville.

Mr. Kuhn thought perhaps there were too many activities offered at this site, in regards to the amphitheater. Bob Jones added that parking may become a concern if fields were in simultaneous usage. Mr. Philips stated that he too was concerned with not enough parking, and with lighting vs. neighbors. The Board discussed the potential need for a full-time employee to monitor trash removal etc. or needing a volunteer for managing the stage. Mr. Willig pointed out a hill between Fields #1 and #3 that would serve a temporary stage, if they wanted to wait on the amphitheater they would just need an area where actors can change costumes and a concession stand. Residents could then sit in the grass on blankets and chairs. Bob Jones stated this was originally designed to service the older population. Sue Staas wondered if Charlestown Township could, or needed, to sustain an amphitheater.

Bob Jones asked about needing more pavilions. Mrs. Csete responded that although the pavilions haven’t been booked beyond availability, once the park is upgraded they may, and Mr. Comitta added that the plan included new pavilions.

The Brightside Farm Master Plan Map reflected the most change since the 2006 version. The previous plan showed a skeletal plan that included parking, a paved trail, and a Springton Manor Farm-like program. Now the map showed the addition of parking that permitted horse trailers with the space needed for turning around and unloading. The map now portrayed a new paved trail to run from the center to Hollow Road and to Yellow Springs Road and to end at the farm drive. Instead of a gravel trail, a grass trail is shown.

Bob Jones stated the trail needed to be 8 feet wide so a vehicle could drive on it to remove trash etc. Mr. Philips said if it wasn’t paved or a hard surface, a runner couldn’t use it, so he liked the idea of a paved trail. Bob Jones added paving it made it more accessible to different age groups, elders, strollers and the handicapped. Hugh Willig stated that paving a trail created borders, to be careful, he was more in favor of not paving it. Mr. Philips mentioned it would then be too unstable for joggers. Sue Staas thought that 8 feet was too wide. Mr. Philips mentioned the findings of the Planning Commission concerning the width of the Spring Oak trail, for which 9 feet was considered the best. At this point Mr. Kuhn wanted to table the paved issue. Mr. Comitta’s then suggested to pave a small loop, which Charles Philip liked since it increased the park usability.

Mr. Kuhn suggested paving for the fact that it could then be gated and police could monitor the trail easier leading up to the Grove. An audience member, Bitsy Pilgrim, said the trail was great for horseback and wanted to keep the grass area next to the trail for horseback riders. Mr. Comitta said they can always add paving at a later date. Paved trails are a helpful addition to orienting the park visitor. Mr. Kuhn finished with saying that missing from the survey was the question “Should we pave the trails or how do you feel about this plan?” He felt there was an obligation to address this need, to reach out to the equestrians and the community for feedback. He strongly feels the need for an alternative to a grass trail.

The Jenkins Property Master Park Plan had the same items in the legend as the earlier plan. However, the loop was flipped to the opposite side of the access road. Now there is also an inner loop and parking is changed to the other side. This makes it safer by not needing to cross the street to get to legend items like picnic tables. Mr. Philips liked the new picnic area. Mrs. Staas asked about paved trails and Mr. Philips didn’t think a trail was needed. Mr. Kuhn agreed and said he liked the old plan better since it was easier to police, especially at night. He just envisions some tables and a small playground, the least inviting for night policing problems. Mr. Philips agreed that the original vision was just a pocket park for small kids and parents. Kevin reiterated his point that this would be a heavily wooded trail and be hard to monitor.

Hugh Willig liked the new plan, with an open field and parking. Not even play apparatus, just a clear area like in the old plan for something such as Frisbee. The board was favorable to the cleared area, and adopted a wait and see attitude for the trail.

Master Recreation Plan (as Part of the Devault Plan) showed a central proposed area circled that had been changed to a multi-purpose field and pavilion area. The Board members confirmed they agreed the baseball field should be converted to a multi-purpose field as now depicted on the Plan.

In closing, after finishing with the maps, Mr. Comitta said next he needed to get a price for each Master Plan change, and write an addendum to make it part of the plan. Thomas Comitta Associates, Inc. had reached out to the Great Valley Nature Center regarding their wish list, and how they could help the Township apply for grants. Bob Jones said that grants need infrastructure first, and Mr. Kuhn added that grants for infrastructure were doubtful. Per Mr. Comitta the Nature Center will get documents to them by June 30th, but then they will probably require some changes. Mr. Philips suggested corporate funding. Mr. Comitta foresees August or September for showing the latest version to the Board, and Mr. Philips thought this timing would be fine leading to fall budget preparation.

Sue Staas asked if the Plan includes the ongoing maintenance cost. Tom Comitta said a rule of thumb is to take 4-11% of the capitol cost of improvements as an estimated cost of maintenance. Mr. Philips told Mr. Comitta to put this figure in the final presentation too. Mr. Willig commented on the need for staff addition(s). Mr. Kuhn asked Mr. Comitta to prioritize and price each item for the final presentation.

Mr. Kuhn asked Bob Jones and Sue Staas to work together to get the pulse of the Township regarding paving a trail at Brightside. Mrs. Staas thought looking towards the future as the parks are developed, maybe each park should have a voting member and the same for Trails. Mr. Kuhn and Mrs. Staas continued to discuss the benefits of the Trails Committee being a part of Parks and Recreation Board. Mrs. Staas advocated Trails being a voting member, and Mrs. Csete said the Parks and Recreation Board can be expanded to accommodate this change. Mr. Philips liked this idea since it may help promote bike trails Mrs. Staas said she has wanted a list of safest bike roads in Charlestown Township to get them broader shoulders. Mr. Comitta added that he got a Trails Map from the county, but there was no Bike Map. Mr. Jones commented that the county is still working on the eastern part, due to the prevalence of narrow windy roads. He said after talking with the Chester County, an area Bike Plan is still a long way off.

Other Business

Mr. Philips asked the Roadmaster if he could make sure Hollow Road at Charlestown Road is trimmed; the view is blocked at the top of the hill. Also, weed trimming at Pikeland and Charlestown Roads is necessary, and if he needed to notify PennDot, to please do so.

Adjournment

Mr. Philips adjourned the meeting at 9:30 p.m. The next business meeting is scheduled for Monday, July 2, 2012, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, Malvern, PA.