Charlestown Township Board of Supervisors Business Meeting Minutes of November 3, 2014

The first business meeting for November was held November 3, 2014 at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Present:

Supervisors:	Frank A. Piliero, Chairman, Michael J. Rodgers, Vice Chairman, Kevin R. Kuhn, Charlie A. Philips, and Hugh Willig.
Consultants:	Mark P. Thompson, Esq., and Thomas Comitta (arrived at 9pm)
Staff:	Linda Csete, Manager, Jim Thompson, Roadmaster, Tim Hubbard, Property & Safety Coordinator and Lisa Gardner, Recording Secretary.
Public:	See attached sign-in sheet

Call to Order:

7:32 p.m.

Announcements

Mrs. Csete announced an Executive Session was held following the 7:00 p.m. Budget Work Session on October 27, 2014 to discuss real estate matters.

Mr. Kuhn announced an Executive Session was held prior to this evening’s meeting, at 6 p.m., at the Township Building.

Approvals

October 6, 2014 Business Meeting Minutes

Mr. Philips moved to approve the minutes for the October 6, 2014 Business Meeting and Mr. Kuhn seconded. All were in favor.

October 27, 2014 Budget Meeting Minutes

Mr. Philips moved to approve the minutes for the October 27, 2014 Budget Meeting and Mr. Kuhn seconded. All were in favor.

Treasurer’s Report October 1- 31, 2014

Mr. Rodgers moved to approve the October 2014 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 Reports for Operating Fund for November 3, 2014

Mr. Philips moved to approve the General Fund Accounts Payable Report for November 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 for Open Space Fund for November 3, 2014

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

Reports

Mr. Philips said the Design Review Committee will be meeting soon to review the latest questions for Pickering Crossing, such as roof colors, etc. No date has been set.

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

Citizens Forum

Mr. John Carrow distributed a letter he had emailed earlier to the Board Members regarding the Rails to Trails Study. He asked the Supervisors to consider his property’s security and privacy in view of usage of the trestle that borders his property. He pointed out the advantages of using alternatives, such as tying together existing Township features and trails.

Presentations

Eagle Scout Service Projects

Mrs. Sue Staas began by telling Supervisors how impressed she was with the quality of work and commitment by the four Eagle Scout candidates. The trails have been greatly improved. She welcomes additional community volunteers, especially for weed-whacking. The Board of Supervisors thanked all four candidates for their hard work and offered congratulations along with a Youth Leadership Award to each of them.

• Andy Hunt built and anchored benches placed on strategic locations along Pickering Trail.
• Mitchell Warner built stairs at the Charlestown Road end point of the Pickering Trail.
• Michael Miller built a wooden walkway spanning a troublesome area of the trail in a marshy area.
• Jack Kesti developed and constructed the Pickering Ice Dam Trail.

The Supervisors also thanked Mr. John Martin, in attendance, for helping Charlestown Township to acquire the Open Space containing many of the Township’s trails.

Old Business

Brightside Farmhouse Bid Award

Mrs. Csete said Mr. Wright reviewed the bids for the structural repairs at the Brightside Farmhouse and recommended the alternative bid submitted by JD Bravo. Mr. Gallant of JD Bravo, in attendance, said they could start this winter. Mr. Philips moved to award the contract to JD Bravo and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Road Salt Bid Award

Mrs. Csete referred to the recommendation by Mr. Wright, in his letter dated October 8th, that designated Oceanport Industries as the lowest responsible bidder to provide road salt to the Township for the 2014-2015 season. As in previous years, the salt brine would be available from West Goshen per Mrs. Csete. Mr. Kuhn moved to award the Road Salt Contract to Oceanport Industries and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

New Business

Zoning Hearing Board Overview - Scott Faulkingham

Scott Faulkingham, Jr., of 91 Sagewood Drive, was not in attendance to provide an overview of his Zoning Hearing Board Application. He is requesting a variance to permit a deck extension from his existing deck. Mr. John Martin, on the Zoning Board, said they had received insufficient drawings to reflect the impact on the adjacent units. Mrs. Csete said she will contact Mr. Faulkingham to tell him he may still attend the December 1st meeting, and is advised to submit improved drawings.

Bond Ordinance to Advance Refund a Portion of the Outstanding General Obligation Bonds, Series 2010

Mr. Michael Wolf of Boenning and Scattergood, Inc., provided details on the proposed ordinance to advance refund a portion of the Township’s outstanding Bonds, Series of 2010 for the purpose of reducing interest costs. This would result in a debt service savings of $24,000-$27,000 per year, exceeding the 3% target previously adopted by the Board. He explained the debt statement required by the Act and other actions required by the Act in connection with the refunding. Mr. Wolf said it would take about a month to assemble the package and there would be a $14,000 fee. Six weeks will pass before any lock in date can be chosen. Adopting this ordinance will allow the Chairman or Vice Chairman to take action and lock in on a day when there is not a Board Meeting. The call date is late 2016. Mr. O’Neill, Bond Counsel for the Township, was also in attendance.

Mr. Rodgers moved to pass Ordinance #186-2014 and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, Mrs. Csete called a roll call vote as follows: Mr. Piliero-aye, Mr. Kuhn-aye, Mr. Philips-aye, Mr. Rodgers-aye and Mr. Willig-aye.

Resolution to Participate in Municipal Continuing Disclosure Initiative of the SEC

Mr. Kuhn moved to adopt Resolution #833-2014 to participate in the municipal continuing disclosure initiative of the SEC, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

JD Bravo Proposal for Additional Services at Charlestown Park

Mr. Kuhn asked Mr. Detorre questions about Phase One. Mr. Detorre said this was to be seen as a logical next step, to move the Park improvements from concept through municipal approvals for land planning, zoning, and construction permitting.

It is confirmed that the original land grant by the Federal Government to Charlestown Township did include approximately 1.1717 acres of land in adjacent Schuylkill Township. This will now require an effort to undertake a two-Township approval process. The Schuylkill Township review and approval process may likely require zoning relief from a multiplicity of requirements, even though parking appears to be a permitted use in Schuylkill’s Zoning District Administrative-Research (AR). This means there is an additional administrative burden to coordinate approvals, which is reflected in the contract.

Supervisors were also urged to consider the unpredictability of the public hearing process, unless the other township will waive the process, due to the usage of many Schuylkill residents. Lastly, they were also asked to remember that there will probably be tasks needing to be accomplished that neither side can foresee, and also items that may arise earlier in the phasing.

There are also no engineering or landscape architect costs within the proposal. Mr. Kuhn, speaking for Mr. Bob Jones, asked Members if they were considering Thomas Comitta and Associates, Inc. for this aspect while he in turn suggested Mr. Theurkauf. Mr. Willig asked Mr. Detorre for a short recommendation list of site engineering firms.

Mr. Kuhn moved to accept J.D. Bravo’s proposal for additional services at Charlestown Park and Mr. Willig seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Woolen Mill

Mr. Kuhn discussed the $25,900 proposal from Interpretative Solutions, Inc. Mr. Philips stated the Township is to provide verbiage for the signs and the proposal does not include production of the signage. Mr. Kuhn said the proposal was very thorough and believed it to be a reasonable price. Mr. Philips moved to accept the Interpretative Solutions, Inc. proposal for the Woolen Mill interpretative signage and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor

Website Design & Maintenance Agreement 11/1/2014 – 10/31/2015

Mr. Philips asked Mrs. Csete to discuss the ongoing spam filtering email problem with Allen Underkofler. Mr. Kuhn moved to approve the Website Design and Maintenance Agreement with Allen P. Underkofler for the period of 11/1/14 to 10/31/2015 with no rate increases proposed, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Resolution Re-Adopting the Emergency Operations Plan (Annual)

Mrs. Csete explained that Mr. Hubbard had reviewed the existing plan with county officials and it was determined that the plan remains current and needs no amendments.

Mr. Kuhn moved to adopt Resolution #_834-14 re-adopting the Emergency Operations Plan of Charlestown Township and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Authorize Advertising for Adoption of 2015 Budget for December 1, 2014

Mr. Rodgers moved to authorize the Manager to advertise the proposed 2015 Budget for consideration of adoption at the December 1, 2014 Board of Supervisors Meeting, 7:30 P.M. in Room 154 of the Great Valley Middle School, 255 North Phoenixville Pike, Malvern, PA. Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Authorize Advertisement of Intent to Appoint a CPA to Audit the 2014 Accounts

Mr. Rodgers moved to authorize the Manager to advertise the Board’s intention to appoint a certified public accountant at the Reorganization Meeting, to conduct the 2014 audit. Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Spring Oak Escrow Release #6

Mr. Rodgers moved to approve Escrow Release #6 for Spring Oak in the amount of $306,676.80, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Pickering Crossing Escrow Release #13

Mr. Rodgers moved to approve Escrow Release #13 for Pickering Crossing in the amount of $175,433.36, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Hearing

Paul Marshall Conditional Use Hearing – continued from October 6, 2014

Mr. Thompson opened the Hearing that had been continued from October 6, 2014 for the Conditional Use Application for Paul Marshall of 2226 Charlestown Road. The proceedings were recorded by Mark Hagerty, Court Reporter, continuing with testimony from Mr. Thomas Smith, of Bercek and Smith Engineering, Inc. The following items were entered into testimony for the Marshall’s.

• A25 Highway Occupancy Permit for Charlestown Woods Subdivision #899205
• A26 Figure #4 of the PennDOT Regulations for Highway Occupancy
• A27 Use classifications from the Institute of Traffic Engineers
• A28 Section 3.3 of the Institute of Traffic Engineers Trip Generator Manual

Added into testimony for Charlestown, see below.

• C19 Charlestown Township Agricultural Use Regulations

Mr. Murray called Cameron Cloeter as a witness.

Mr. Thompson continued the hearing to December 1, 2014 at 7:30 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Other Business

Mr. Nesspor asked Mrs. Csete to please check on the Phoenixville Pike & Yellow Springs Road traffic signal status, to allow for a delayed green opposite those exiting the schools and turning left onto Yellow Springs Road on weekday afternoons.

Adjournment

Mr. Piliero adjourned the meeting at 11:30 p.m. The next meeting is scheduled for Monday, December 1, 2014, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, in Malvern, PA.