Charlestown Township Board of Supervisors Business Meeting Minutes of April 6, 2015

The first business meeting for April was held April 6, 2015 at the Great Valley Middle School, 255 N. Phoenixville Pike, Malvern, PA Room 154.

Present:

Supervisors:	Frank A. Piliero, Chairman, Michael J. Rodgers, Vice Chairman, Kevin R. Kuhn, and Hugh D. Willig. Charles A. Philips and was absent.
Consultants:	Mark P. Thompson, Esq., Daniel Wright, P.E., Edward Theurkauf and Bob Dettore.
Staff:	Linda Csete, Manager, Tim Hubbard, Property & Safety Coordinator, Jim Thompson, Roadmaster, and Lisa Gardner, Recording Secretary
Public:	See attached sign-in sheet

Call to Order:

7:30 p.m.

Announcements

Mrs. Csete made the following announcements:

Copies of the 2014 Annual Report and Winter Newsletter are available this evening.

The Township’s 10th Annual Earth Day clean up event is scheduled for April 18th from 9 a.m. to noon. The rain date is April 25th.

Primary Election Day is May 18th. Volunteers are needed to work the polls at Charlestown Elementary School from 7 a.m. to 8 p.m. If interested contact Wendy Leland, Judge of Elections, at lelandwd@verizon.net.

Citizens Forum

Lt. Magee, Station Commander of the PA State Police Embreville Barracks, gave the Board of Supervisors an update on the very low amount of incidents within the Township. Besides motor vehicle accidents, there were only minor incidents, and 3 burglaries for 2015. Lt. Magee will make sure patrol officers are aware of specific areas, due to an increase in graffiti, suspicious activity, and the likelihood of a homeless camp.

Approvals

March 2, 2015 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes for the March 2, 2015 Business Meeting and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

March 12, 2015 Business Meeting Minutes

Mr. Kuhn moved to approve the minutes for the March 12, 2015 Business Meeting and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report March 1 - 31, 2015

Mr. Kuhn moved to approve the March 2015 Treasurer’s Report and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for April 6, 2015

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for April 6, 2015 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for the Liquid Fuels Fund for April 6, 2015

Mr. Kuhn moved to approve the Liquid Fuels Fund Accounts Payable Report for April 6, 2015 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 April 6, 2015

Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for April 6, 2015 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Rodgers moved to accept the March 2015 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.

Old Business

Left Turn Signal at Valley Hill Road and Route 401

Mr. Wright provided an update to the Board regarding adding a left turn lane/signal to improve the intersection of Valley Hill Road and Route 401. He contacted transportation engineer, Andy Heinrich and was told the intersection was studied for ACT 209, but considered “an existing condition”. Therefore Impact Fees are not a viable source of funding this project. However, Mr. Heinrich said Impact Fees would be allowable if a right turn lane was added, for easier travel onto Route 401 southbound. Although this is not the fix Supervisors were looking for, it would alleviate some of the congestion.

Everything that increases the cost of an intersection improvement is found at this intersection, the need for widening the road, the need for a retaining wall, a new traffic signal, and utility work. PennDOT will not pay for this improvement. Mr. Wright will proceed with gathering information on funding, and getting on PennDOT’s 12 Year Plan.

Brightside Trail

Mr. Theurkauf presented Trail Concept #5 for improving the trails at Brightside Farm. He had received input at the Parks & Recreation Board Meeting March 19th from representatives of the P&R, the Historical Commission, the Historical Society, and Brightside Farm. The new trail revision reflected the suggestions from that meeting and had the following features:

• The Horseshoe Trail alignment was unchanged.
• A 1 mile paved loop, being an addition to the already existing grass trails, was portrayed in red.
• The eased land on the west had no improvements, but retained the original trail.
• Access was now via the old farm road.
• The paved trail was partially visible along Yellow Springs Road.
• The paved trail avoided all wet areas.
• The paved trail provided a large buffer for the Wisner Rapp House and neighbors.

Mrs. Susanna Staas met with some of the same members after the March 19th meeting that she was unable to attend. Tonight she expressed concerns about security and safety. Her handout discussed 4 points:

1. An increase in unlawful uses and times of use, due to paving a path that allows easier access.
2. The parking lot being located off of Yellow Springs Road - would prefer Hollow Road.
3. Trail access concerns.
4. Diminished Viewscape.

Mr. Kuhn and Mr. Willig explained to the concerned members that with easier access, the safety concern regarding unlawful uses and times of use (1) will decrease (easier trail access will increase visibility/usage/policing). Also, if Supervisors move the parking to Hollow Road (2), a safety concern would increase, due to the lot’s lack of visibility for drive by traffic. Finally, hiding a trail behind a hedgerow is also decreasing visibility and therefore inviting undesirable activity. Mr. Theurkauf showed photos of Concept #5 to demonstrate he did not diminish the viewshed and had considered the lay of the land.

Although there has been a 10-12 year visioning process, Mrs. Staas wants more discussion with residents about Brightside’s future. Mr. Kuhn said Mrs. Staas was allowed to print Concept #5 (the newest trail route suggestion) by Mr. Theurkauf, and place it in kiosks to await comments by trail users while the Planning Commission reviews the trail. Mr. Theurkauf stated he had balanced the amount of paved with unpaved current trails. Mrs. DeWilde invited the Supervisors to walk the trail to reconsider options.

The Board heard from residents that use the park. Mr. Piliero told Mrs. DeWilde and Mrs. Staas that having a paved and grass trail will increase the usage of the park. That is the goal.

Mr. Kuhn moved to refer the Brightside Farm Trail Concept #5 to the Planning Commission for their review and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

New Business

PennDOT Basin Landscaping

Mr. Motel of the Planning Commission, and Mr. Theurkauf presented plans for landscaping enhancements of the PennDOT basins along Route 29 and Phoenixville Pike. By applying for a Permit to Beautify, the Township can avoid any basin agreements obligating maintenance. After PennDOT’s District Roadside Specialist approves the simple application, PennDOT will still need to approve specific plantings. Mr. Theurkauf displayed the Devault Area Gateway Improvements Plan. He included meadow plantings, street lining Red Buds and Sweet Gum trees, massing shrubs, and trailhead parking for the Devault Rails to Trails project.

Mr. Kuhn authorized Mrs. Csete to submit the Permit to Beautify to PennDOT, and for Mr. Motel to submit a budget for the Devault Area Gateway Improvements to Supervisors at the next meeting, on May 4, 2015. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Charlestown Park Improvements Final Plan

Mr. Robert Dettore of J.D. Bravo Company presented an update for improvements at Charlestown Park. He announced that the estimated start date is July 7, 2015 and the work should be done by the end of the year. The Park’s new address is 100 Academic Way, Phoenixville. There is no final cost available as of April 6th.

1. 80% of the overall design effort and site documentation is complete.
2. Soil samples for heavy metals are still in testing and this is why he does not have a cost estimate yet.
3. There is no evidence of Volatile Organic Compounds (VOCs).
4. The NPDES Application is being filed on an expedited basis (April 17th). Checks to be issued by Township Office.
5. An official Park address was needed for emergency response, and PECO service.
6. A new “north” parking lot has been developed as an alternative.
7. Selections for pavilions, restroom facilities, and play equipment have been made.
8. The University of Valley Forge has requested coordination of streetscapes.
9. An estimated 4 bid packages will be offered now that it has been confirmed that the Separation Act does apply to this project.

East Whiteland Volunteer Fire Association Agreement

Mr. Kuhn said he met with East Whiteland Volunteer Fire Association representatives and discussed working out an agreement between the fire association and both Charlestown and East Whiteland Township. He communicated that Charlestown would be amenable to a tri-party funding only agreement. Mr. Thompson developed the first draft; it is based on a percentage of calls. The other parties could then develop operating and control agreements to enable the fire association to move into their new building.

The next step will be to draft an ordinance to enter into the agreement. The Turnpike calls within Charlestown Township are not in the funding equation. Charlestown Township can withdraw at any time.

AT&T Building on Valley Hill and Bodine Roads

Mr. Brian Pyle and Mr. Matt McKinley, neighbors of the 50,000 square foot empty building near the intersection of Valley Hill and Bodine Roads, discussed their concerns and presented a handout listing problems and their frequency. They informed the Board that the property has been deteriorating for the last 3 years, described attempts to find the owner, and their own care for the property to dissuade trespassing, etc.

In October of 2012, Mr. Grabus of the Chester County Economic Council talked with the Planning Commission regarding his attempt to repurpose and contact potential users for this building. The antenna on the building is active and there are often service vehicles at the location, but the building is gutted.

Mr. Wright sent a letter about the Township Nuisance Ordinance (on December 19th, 2014) to the last known owner but has received no response. The next step will be an appearance by Mr. Thompson, before the district judge, to enforce the Ordinance. This will hopefully get the owner’s attention due to costly daily and weekly fines. Mr. Wright will send another letter, giving 10 days warning, before the fines begin. Mr. Willig would like a type of property progress report to accompany the incoming fines.

Joint Meeting with Planning Commission

Mr. Piliero suggested the Planning Commission and Board submit an agenda item list to Mrs. Csete to compile. Then a Sunday afternoon before late May will be selected.

Pickering Crossing and Village at General Warren Escrow Releases

Mr. Kuhn moved to approve Escrow Release #18 for Pickering Crossing and Escrow Release #1 for the Village at General Warren, Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Schedule Advertising for 2015 Road Paving Project Bids

Mr. Wright finalized plans and specs for the 2015 Charlestown Township Road Paving Project. The cost estimate, including materials, is $225,928. This cost is for equipment and labor. Materials will be provided by CoStars. This procedure was financially beneficial to the Township last year. Bidding will not be separated by road, Mr. Thompson is to verify. The roads on this year’s list are:

Pine Drive
Maryhill Road
Crestview Road (partial)
Buckwalter Road
Howell Road

Mr. Kuhn moved to authorize advertising the 2015 Road Paving Project for bids, subject to Mr. Thompson’s council, to be opened at the May 4, 2015 meeting. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Road Labor & Equipment Rental Bids

The following bids were received by the Township Office for Road Labor and Equipment for the period of April 1, 2015 – March 31, 2016.

Melchiorre Construction bid $465,860 and was the only bidder. The bid was turned over to Mr. Wright for review and comparison to last year’s figures, and then there will be a recommendation for a bid award at the May 4, 2015 meeting.

Open Mowing Labor & Equipment Rental Bids

The following bids were received by the Township Office for Mowing Labor and Equipment for the period of April 1, 2015 – March 31, 2018.

Company	Estimated Annual Cost		Cost per Mowing
	Finish Mower Total	Weed Cutter Total	Charles-town Park	Cemetery	Jenkins Tract	Longwood School	Woolen Mill	Brightside Farm
Puhl Landscaping	2,887		654		75	45	95	400
CT Landscaping	2,250		560		35	30	35	270

Mrs. Csete is to verify that C.M. Jones has not extended the contract by one month. The bids were turned over to Mr. Wright for review and comparison to last year’s figures. Then there will be a recommendation for a bid award at the May 4, 2015 meeting.

Open Tree Labor & Equipment Bids

The following bid was received by the Township Office for Tree Labor and Equipment for the period of April 1, 2015 – March 31, 2018. Davey Tree bid $38,325.

The bid was turned over to Mr. Wright for review and comparison to last year’s figures, and then there will be a recommendation for a bid award at the May 4, 2015 meeting.

Volpi Property Minor Subdivision Plan

Mr. Wright presented the Final Minor Subdivision Plan for the Volpi Property, which is owned by the Township and contains the historic Cornog-Supplee house. The subdivision proposes to create an additional parcel containing the house and outbuildings from the original 53 acre tract, which will be retained by the Township for future recreation use.

Mr. Kuhn moved to approve the Minor Subdivision Plan for the Volpi Property, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Diament-McClure Planning Module

Mr. Rodgers moved to approve Resolution #847-2015 adopting the Planning Module for Diament-McClure Subdivision, 2130 Seven Oaks Road, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

CDARs Program

Mrs. Csete thanked Mr. Piliero for his assistance with the CDARs Program. Mr. Piliero moved to adopt Resolution #846 adding First Resource Bank to the list of Township Depositories for the Open Space Fund. The Treasurer is authorized to wire $2.5 million from the Open Space Account to First Resource Bank for the purchase of certificates of Deposit through their CDARs Program. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Auchincloss Property

Mr. Kuhn moved to authorize Lamb McErlane to purchase a conservation easement, subject to review of the purchase agreement, on the Auchincloss Property. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Adjournment

Mr. Piliero adjourned the meeting at 10:20 p.m. The next meeting is scheduled for Monday, May 4, 2015, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, in Malvern, PA.