Charlestown Township Board of Supervisors Business Meeting Minutes of May 4, 2015

The first business meeting for May was held May 4, 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, Charles A. Philips and Hugh D. Willig.
Consultants:	Mark P. Thompson, Esq., Daniel Wright, P.E., and Edward Theurkauf.
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:

7:34 p.m.

Announcements

Mr. Rodgers stated that the Governor spoke at the PSATS Convention about proposing to raise both the personal income tax and the state sales tax. He also plans on lowering the corporate income tax rate.

Mr. Kuhn said there was an Executive Session before tonight’s meeting for legal matters.

Mrs. Csete thanked everyone who participated in the two Earth Day events this year. There were about 80 people on April 18th for the 10th annual road and park clean up. Two scout troops, homeowners associations and individuals took part. Fifty trees were planted at Charlestown Park on April 25th, arranged by Parks and Recreation Chairman Mr. Chris Lawrence, Jim Thompson, and Tim Hubbard, with help members of the Pennsylvania Horticulture Society Valley Forge University, Main Line Unitarian Church, Kimberton Chiropractic, Kimberton Whole Foods, and local residents.

Citizens Forum

Mr. and Mrs. Cam Cloeter, and Mr. Findlay, were present to ask Supervisors if there was going to be any action to relieve a barking dog problem. Mr. Thompson will review Mr. Cloeter’s correspondence after Mr. Cloeter forwards emails, etc., to Mr. Wright.

Mr. Cloeter also said that a Pennsylvania State Police officer had told them that they would no longer respond to their address, or their neighbors, due to repeated nuisance calls. Mr. Hubbard offered to contact the police to try to clarify the issue.

Mrs. DeWilde of the Charlestown Historical Society announced they are changing the Memorial Day Service this year to recognize all veterans and active service members. Last year, only Revolutionary War Soldiers were recognized.

Approvals

April 6, 2015 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes for the April 6, 2015 Business Meeting and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report April 1 - 30, 2015

Mr. Kuhn moved to approve the April 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 May 4, 2015

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for May 4, 2015 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 May 4, 2015

Mr. Philips moved to approve the Open Space Fund Accounts Payable Report for May 4, 2015 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn said the invoice for the wonderful improvements at the Mill was approved by Dale Frens, and was very reasonable. Mr. Philips said that Mrs. Philips met with Innovative Solutions and things are advancing nicely regarding the signage project at the Mill.

Mr. Philips said Mr. Allen of the Planning Commission was doing a tremendous job on the DRC. They recently had a meeting with Spring Oak to deal with two issues, the historic buildings and garages. The meeting also allowed Charlestown representatives to get acquainted with the new project manager.

Mr. Philips moved to accept the April 2015 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.

Old Business

Community Gardens Coordinator Appointment

Mr. Kuhn moved to appoint Charles A. Buck as Community Gardens Coordinator at Brightside Farm Park for 2015, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Brightside Farm Trail

Mr. Theurkauf presented Trail Concept #6 for Brightside Farm following the Planning Commission’s recommendation at the April 14th meeting. The trail is now exactly one mile long. The parking lot, thought to be too close to the cross street neighbors, is now slightly closer to the Wisner Rapp House, at a rise in the road (for better driver visibility). Drivers will enter at the house’s existing driveway and exit at the rise. A small length of trail will also be paved near Hollow Road to help neighbors bring strollers across the street, etc. No Parking signs will be installed along Hollow Road.

Next Step - Mr. Wright is going to handle the engineering phase and prepare the bid package.

PennDOT Basin Landscape Improvements Budget

Mr. Motel of the Planning Commission, and Mr. Theurkauf presented the plan for Devault Area Gateway Improvements. The plan will landscape the Turnpike area, Morehall Road, and Phoenixville Pike. It began as a project that placed much of the basin maintenance responsibility on the Township. However, Mr. Motel announced that a long term maintenance agreement was no longer an issue. Mr. Motel submitted a Permit to Beautify that has been approved by PennDOT, and next Mr. Theurkauf will submit landscape plans for PennDOT review.

Mr. Theurkauf circulated a document, Phasing and Budget Considerations for PennDOT Basin/Devault Gateway Area Landscape Improvements for discussion. The project was divided into 2 years; this year’s plan was estimated at $18,000. The second year ($30,000 estimated cost) is eligible for a $10,000 PECO Grant for a new fence and meadow plantings. Mr. Theurkauf quoted a cost not to exceed $3,200 for the administration of the improvements.

Supervisors suggested talking to the local developers to help with the cost of these improvements; Mr. Motel said they are aware of the benefits this brings to their projects. Once PennDOT approves the plans, a bidder will be responsible for a maintenance protocol including watering and keeping out invasives.

Next Step - Mr. Theurkauf will submit the landscape plans for PennDOT review. Then, once approved, a bid package will be drafted for the $18,000 phase 1 for fall of 2015. During this time, developers in the area will be contacted.

Update on Charlestown Park Improvement Project

Mr. Kuhn provided an update on the Charlestown Park improvement project, including a new estimate of completion percentage of design tasks vs. the funds spent against the initial estimates.

Mr. Kuhn stated it was close to the Park’s Comprehensive Plan Budget. A document titled Pre-Construction Estimate of Costs was prepared reflecting approximately a million dollars. It portrayed Phase 1 and some items of Phase 2 of the Township Comprehensive Plan, plus adjustments (example-a change in number and size of pavilions).

Mr. Detorre said the application to the Chester County Conservation District is 100% complete and the NPDES Permit should be approved by the third week of May.

Mr. Lawrence thanked Mr. Thompson, Roadmaster, for all the work he did to get the trees to the Park and dig holes in advance for the volunteers. He said the last detail was to get the trees on a watering schedule. Mr. Hubbard offered to contact Eric Davison for this. Mr. Lawrence asked about the timing and coordination of sport teams, pavilion rentals, parking, etc. Mr. Dettore said there should be no effect on the parking. It was decided to close one of the already rented pavilions for safety reasons; Mrs. Csete will contact the resident.

Lastly, Mr. Kuhn asked if there were any preferences between brick or stone, and stone was chosen for the entrance monument, and the majority of members indicated stone.

Next Steps-

1. There is a working session on May 6.
2. The estimated bid package completion date is the week of May 17 to May 24.
3. As soon as the bid package is completed by JD Bravo, it will be reviewed by the Township Solicitor.
4. There will be a three week bidding period and a bid opening scheduled at the Township Office. The contract award will be made at the July 6th Board of Supervisors Meeting. It is possible, but not desirable, that this may be moved to August if delays are encountered with the process.

Brightside Farm 2015 Preservation Maintenance Project

Mr. Wright told Supervisors that he would have Mr. Frens prepare a recommendation for Phase #2. They would provide a practical outline for Supervisors to decide what to preserve, noting items Supervisors may want to avoid (since they would need ongoing maintenance).

New Business

Appointment to the Zoning Hearing Board

Mr. Kuhn moved to appoint Jean Bomm to the remainder of Michael Dixon’s 3 year term on the Zoning Hearing Board ending 12/31/15, via Resolution #848-15. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Resolution to Execute Agreement of Sale for Property Acquisition

Mr. Thompson clarified that a public hearing must be scheduled in accordance with the Open Lands Act for acquisition of the Auchincloss property and a Resolution will be prepared at that time.

Mr. Rodgers moved to schedule a public hearing for the acquisition of the Auchincloss property for June 1, 2015 and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Annual MS-4 Report

Mr. Wright provided an overview of the MS4 (Municipal Separate Storm System) Engineer’s Report for the 12th year, ending March 9, 2015. He highlighted two basic points. First, the Department of Environmental Protection is focusing on the treatment of stormwater before it gets to waterways. Charlestown Township will continue to be proactive on this. Developers within the Township are required to comply with new initiatives and an analysis of the Township funds spent on Stormwater control via the open space acquisition program would reflect a proactive stance. There will be additional developer requirements coming from the DEP to comply with stormwater rules. The Stormwater Management Ordinance will require further amendments to include them.

Proposed Budget Amendments

Mrs. Csete provided details on the spreadsheet she prepared proposing amendments to the 2015 budget. Adjustments were made to the carryover figures for the General Fund and Open Space Fund to reflect the actual year-end balances from 2014. Changes in the 2016 carryover for the General Fund and Liquid Fuel Tax Fund were neutral, and the carryover for the Open Space Fund increased.

Mr. Rodgers moved to adopt Resolution #849-15 amending the 2015 Budget as proposed, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids for 2015 Road Paving Contract.

The following bids were received by the Township Office for the 2015 Road Paving Project. Mr. Wright said PennBid was not used, so that the responders were local.

Charlestown Paving & Excavating Inc.	$162,164.03
Cedar Springs Construction Co.	$130,768.00
H & K Group, Inc.	$207,671.00
Joseph E. Sucher & Sons, Inc.	$297,376.00
Innovative Construction Services, Inc.	$174,641.00

Bids were turned over to Mr. Wright for review and recommendation prior to the bid award at the June 1, 2015 meeting.

Award of Contracts for April 1, 2015 – March 31, 2016

Mr. Kuhn moved to award the following contracts. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

1. The Road Labor and Equipment Contract for the period of April 1, 2015 – March 31, 2016 to Melchiorre Construction Company.
2. The Mowing Labor and Equipment Contract for the period of April 1, 2015 – March 31, 2018 to CT Landscaping Company.
3. The Tree Labor and Equipment Contract for the period of April 1, 2015 – March 31, 2018 to Davey Tree Company.

Pickering Crossing Escrow Release #19

After the initial request was denied, Mr. Wright proposed a lesser amount of $9,152.56. Mr. Philips moved to approve Escrow Release #19 for Pickering Crossing and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Village at General Warren Escrow Release #2

Mr. Philips moved to approve Escrow Release #2 for the Village at General Warren in the amount of $40,049.02. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

Prevailing Wage

Mr. Rodgers led a discussion of prevailing wages vs. contract acceptance. Mr. Wright will research the issue.

East Whiteland Volunteer Fire Company Agreement

Mr. Kuhn, Mr. Thompson, and Mr. Gary Sheridan, discussed recent contract negotiations between the East Whiteland Volunteer Fire Company, East Whiteland Township and Charlestown Township. Mr. Thompson was waiting for minor contract language changes, and Mr. Sheridan brought those documents to tonight’s meeting.

Mr. Kuhn moved to approve the language of the agreement for the East Whiteland Fire Company, in an effort to move them closer to the goal of moving in to their new firehouse. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Joint Planning Session

Mr. Kuhn distributed a list of topics for the Joint Meeting with the Planning Commission on Sunday, May 17 at the Desmond Malvern Hotel. Supervisors were told to send any comments to Mr. Kuhn and he would be in contact with Mr. Westhafer, Chairman of the Planning Commission.

Adjournment

Mr. Piliero adjourned the meeting at 9:35 p.m. The next meeting is scheduled for Monday, June 1, 2015, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, in Malvern, PA.