Charlestown Township
Board of Supervisors Business Meeting
Minutes of March 3, 2014 – draft 3/4/14

The first business meeting for January was held January 6, 2014 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, and Hugh D. Willig. Charles A. Philips was absent.
Consultants: Daniel Wright, P.E., Thomas Comitta, Mark P. Thompson, Esq. and Dale Frens.
Staff: Linda Csete, Manager, Jim Thompson, Roadmaster, Tim Hubbard, Fire Marshal and Lisa Gardner, Recording Secretary.
Public: See attached sign-in sheet

Call to Order:

7:30 p.m.

Announcements

Mr. Piliero announced that an Executive Session was held on January 27, 2014 at 6:00 p.m. at the township office to discuss legal matters.

Both Mr. Rodgers and Mr. Kuhn complemented the Roadmaster, Jim Thompson and the road contractor, Melchiorre Construction, on the good job they did keeping the Township roads open during the many snow events last month.

Citizens’ Forum

The new President of the Charlestown Historical Society, Barbara DeWilde, asked the Board for permission to move ahead in planning a Memorial Day ceremony at the Revolutionary War Cemetery. They liked the idea and asked her to run traffic and parking logistics by Tim Hubbard, then return with a plan. Mrs. Csete said she would add this to her Earth Day sites list.

Approvals

January 6, 2014 Reorganization Meeting Minutes

Mr. Kuhn moved to approve the minutes of the January 6, 2014 Reorganization Meeting and Mr. Rodgers seconded. Mr. Piliero called for further discussion and there being none, called the vote. All were in favor.

January 6, 2014 Business Meeting Minutes

Mr. Kuhn moved to approve the minutes of the January 6, 2014 Business Meeting and Mr. Rodgers seconded. Mr. Piliero called for further discussion and there being none, called the vote. All were in favor.

Treasurer’s Report January 1 - 31, 2014

Mr. Rodgers moved to approve the January 2014 Treasurer’s Report and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report February 1 - 28, 2014

Mr. Rodgers moved to approve the February 2014 Treasurer’s Report and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for February 3, 2014

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for February 3, 2014 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report for Open Space Fund for February 3, 2014

Mr. Rodgers moved to approve the Open Space Fund Accounts Payable Report for February 3, 2014 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for State Fund for February 3, 2014

Mr. Kuhn moved to approve the Liquid Fuels Fund Accounts Payable Report for February 3, 2014 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report March 3, 2014 Operating Fund

Mr. Rodgers moved to approve the March 3, 2014 General Fund Accounts Payable Report and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report March 3, 2014 Open Space Fund

Mr. Rodgers moved to approve the March 3 2014 Open Space Fund Accounts Payable Report and Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote, all were in favor.

Accounts Payable Report March 3, 2014 Liquid Fuels Fund

Mr. Rodgers moved to approve the March 3, 2014 Liquid Fuels Fund Accounts Payable Report and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote, all were in favor.

Reports

Mr. Rodgers moved to accept the January and February 2014 reports #1-14 as submitted and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Hearings

Charlestown Playhouse Conditional Use Application

Mr. Thompson opened the Hearing continued from January 6th, 2014. It had been on the February Agenda but the meeting was canceled due to weather. It was advertised again for tonight to consider the Conditional Use Application for the Charlestown Playhouse. The proceedings were recorded by Mr. Mark Hagerty, Court Reporter. Mr. Thompson added the following exhibits:

• T-6 Letter dated 2-6-14 Public Notice advertising the Conditional Use Hearing
• T-7 Letter dated 2-19-14 Proof of Notice to surrounding neighbors
• A-1 Two depictions of the proposed parking lot
• A-2 New Pavilion Plan
• A-3 Steep Slope Drawing (E7)
• PC-1 Letter dated 3-3-14 from Thomas Comitta Associates regarding outstanding items

Mr. Thompson asked for any questions, there were none. Mr. Kuhn moved to approve the Charlestown Playhouse for Conditional Use and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Ms. Beam, the architect for the project, asked the Members if they would provide their support by signing a letter to Senator Dinniman requesting grant/funding assistance. Mr. Piliero suggested she contact Mrs. Csete.

Mr. Willig moved to approve the Charlestown Playhouse for Land Development Approval contingent upon the resolution of conditions given by the Township Engineer and Land Planner, Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Marshall Conditional Use Application

Mr. Thompson opened the Hearing to consider the Conditional Use Application for Paul Marshall and added the following exhibits:

• T-6 Email by Mr. Marshall dated 3-3-14 requesting another Continuance, Mr. Marshall not being available tonight
• T-7 Email dated 3-3-14 from Mr. Thompson, confirming receipt of prior email/response

Mr. Kuhn moved to continue the Hearing to April 7, 2014 at 7:30 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA. Mr. Rodgers seconded, and Mr. Piliero called for discussion.

Mr. Cloeter in audience, asked for clarification regarding the next steps in the procedure, and about the cancelations/scheduling changes. Mr. Thompson advised Mr. Cloeter that Mr. Marshall has yet to show the required proof that he has notified the surrounding neighbors about the Hearing. No hearing can be held until Mr. Marshal submits that proof. Mr. Thompson said Mr. Marshall is not required to give early warning of cancellations, etc. Since Mr. Cloeter has to schedule travel for his business, he may submit dates he will not be available to Mr. Thompson.

Mr. Piliero again called for discussion, there was none. He called the vote, all were in favor.

Old Business

Update on Act 209 Plan Adoption

Mr. Comitta updated the Board on the Act 209 Plan and said they were ready to hold the Transportation Impact Fee Ordinance Hearing on April 7th. Mr. Comitta distributed a 3 item packet.

On March 6th, 2014 the Transportation Advisory Committee will meet to vote on approval, then the Board of Supervisors can sign the Resolution and start imposing the Impact Fee. There is a retroactive amount set at $1,000. Mr. Thompson will need to submit the Ordinance to the Chester County Planning Commission for review.

New Business

General Warren Village/Marriott

Mr. Tim Townes of J. Loew & Associates presented a concept plan of the 128 room hotel/retail center for Lot 1 of the Commons at Great Valley, now called the General Warren Village. The project will have a village style appearance with parking in the interior and buildings surrounding the parking area. The overview focused on the green in the parking areas, architecture, and pedestrian flow. Applicants were looking for approval to move forward with submittal of a Preliminary Application for Land Development.

There will be 289 parking spaces (47 in reserve) with the 4 story residence style hotel (only serving breakfast). There will be a 1 story retail accompaniment with room for 7-9 potential tenants/shops/restaurants.

Mr. Tim Kiser of Bernardon Haber Holloway Architects PC, showed Members the retail area concept drawings with historical village architecture (gables highlighting the entranceways and individual shops, contemporary store fronts, and a plaza). He had computer renderings from different viewpoints showing Members that the buildings have no back appearance, and are not accessible from the back (or what is seen from the road) except for deliveries. Also, there is a sidewalk around the rear of the units (the Route 29 side).

Mr. Willig asked about the need for docks, and Mr. Townes said most deliveries will be via hand truck through the front door like a small shop would have, or around back. J. Loew & Associates will own the retail zone and the hotel will be owned by Gulf Creek Hotels. Mr. Willig was hoping for something other than a surrounding lawn. Mr. Neil Leibman of Bernardon Haber Holloway Architects PC added the terrain was not flat as in the computer renderings. Tall grasses breaking up the expanse of lawn would prevent the retailers from being seen as easily and may have an un-kept appearance.

Mr. Frens thought this would be a visually appealing gateway project for Charlestown Township. He was pleased with the retail nicely balancing something that could otherwise be too village- colonial in appearance, by providing modern appeal.

Ms. Elena Mangigian described the hotel’s mass as being altered to be more like the retail section, with use of flat roof elements, varying window sizes, and differences in mullions and headers, etc. The lobby area is in the gate house and pool area, with the guest rooms towards the back of the structure.

Mr. Rodgers asked what the opinion was of the Planning Commission. Mr. Allen, in attendance, said they voted to pass it onto the Board after seeing the review the Board was seeing tonight. Mr. Comitta and Mr. Allen both thanked Mr. Leibman for working so diligently with the DRC, demonstrating how well the process works. Mrs. Leland said that Marriott had not yet approved this design. Mr. Leibman then added that a letter from the Board of Supervisors regarding the architecture and design flexibility his company provided would help the Marriott architectural approval process greatly.

Mr. Leibman said this is not the exterior’s absolute final design. He was hoping for approval to move forward with the architectural design and then there would be a mock up. This way the Township officials could see colors, siding, stones, walkway or roofing textures, and not have to rely on computer renderings. The interior of the hotel had not changed at all from the initial presentation.

Pickering Crossing – Proposed Earthen Berm

Mr. Wright referenced his letter to the Board dated January 30, 2014 outlining the revisions to the Pickering Crossing Final Plan that would provide a large earthen berm in the northern corner of the property to reduce the visual impact of a 20-45 foot high bituminous pile on the adjacent property. He finds the revisions and calculations technically acceptable and stated that the revised plans have been reviewed by the Chester County Conservation District. Even though the proposal does not require a change to the approved lot layout, road layout or open space area, the Board of Supervisors and Mr. Thompson should determine if the proposed improvements will warrant an amended Final Plan approval.

Mr. Wright said in some instances the proposed 22-24 foot high berm bought about unforeseen benefits (example stormwater handling). It would then be planted with 18-20 foot tall trees. Mr. Comitta asked Mr. Townes to contact him regarding species suggestions, and to submit a revised Landscape Plan.

Mr. Townes is expecting to start building construction in the spring, with initial unit delivery in late summer. The Pump and Haul Agreement discussed at prior meetings will not be necessary. Mr. Willig was concern with the water that would wash through the bituminous pile and Mr. Rodgers was concerned about channeling/bypass water. Mr. Thompson made sure it did not affect the Horseshoe Trail Easement. Mr. Wright said the change was essentially a field change; he was confident it was compliant, but would watch the project carefully.

Due to the significant size of the berm, the Board decided to formalize the change contingent on suggestions by Advanced GeoServices. Mr. Kuhn moved to approve the amendment to the Pickering Crossing Final Plan as detailed in Mr. Wright’s letter of January 30, 2014. Mr. Piliero seconded. Mr. Piliero called for discussion, there being none, called the vote. All were in favor.

Motel-McGowan Minor Subdivision – Mine Road

Mr. Motel presented his application for a minor subdivision changing a lot line between his property and the McGowan property. He explained that he and his neighbors agreed to the lot line change in order to eliminate the potential for either lot to be subdivided further. His acreage will increase from 2.4 to 3.77 acres.

Mr. Rodgers moved to approve the Motel-McGowan Minor Subdivision Plan dated December 20, 2013 subject to the comments on Mr. Wright’s review letter dated January 3, 2014 and Mr. Piliero seconded. Mr. Piliero called for discussion, there being none, called the vote. All were in favor.

2014 Road Improvement Projects

Roadmaster Jim Thompson addressed the Board regarding the conclusion of a series of aggressive road improvements over past years. Tonight Mr. Thompson and Mr. Wright already had several roads in mind for improvements in 2014. Buckwalter Road, Mary Hill Road, Pine Drive, and northern Valley Hill Road were targeted for this summer’s paving or repair. Sections of Blackberry Lane, Ridgewood Road, and Bodine Road, are in line for repair in 2015.

Mr. Wright will return to the next meeting with preliminary estimates and measurements. Mr. Wright will also consult with Traffic Planning & Design for their input.

Authorize Advertisement of Bids for Road Equipment & Labor Contract 4/1/13 – 3/31/14

Mrs. Csete stated that the current contract with Melchiorre Construction ends March 31, 2014. Because of the one month delay in advertising bids due to the cancelled February meeting, the earliest a contract can be awarded is May 5th. She suggested the Board approve an extension to the current contract to the May date. Mr. Rodgers stated that man hours listed in bid packages can be reduced by checking previous years and then the Township may receive more bids.

Schedule Conditional Use Hearing for Devault Village at Spring Oak (Fillippo Residential)

A Conditional Use Hearing for the Devault Village at Spring Oak was scheduled to open on April 7, 2014 at 7:30 p.m. at the Great Valley Middle School.

Pickering Crossing Escrow Release #4 & 5

Mr. Kuhn moved to approve Escrow Releases #4 for Southdown Homes’ Pickering Crossing project in the amount of $116,565.74 and Escrow Release #5 for $71,361.50 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Other Business

Brightside Farm Update

Mr. Frens gave an update for the window installation at Brightside Farm. The install should be done by the end of this week. However, the contractor’s bid only included painting the windows on which he had done work, whereas all windows in the home needed painting. Mr. Frens was directed to discuss pricing with the contractor.

Establish Rates of Pay for 2014

Mr. Kuhn moved to establish the rates of pay for 2014, previously tabled at the January Meeting, per the proposed schedule and Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote, and all were in favor.

Adjournment

Mr. Piliero adjourned the meeting at 9:55 p.m. The next meeting is scheduled for Monday, April 7, 2014, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, Malvern, PA.

Respectfully submitted,


Lisa K. Gardner
Recording Secretary
Sign-in sheet, 3/3/2014