Charlestown Township
Board of Supervisors Business Meeting
Minutes of February 1, 2016

The first business meeting for February was held February 1, 2016 at the Great Valley Middle School in Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Present

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

Call to Order:

7:03 p.m.

Announcements

Mrs. Csete announced that three flyers are available for the following events:

Citizens Forum

No matters were brought forward at this time.

Approvals

January 4, 2016 Organization Meeting Minutes

Mr. Kuhn moved to approve the minutes for the January 4, 2016 Organization Meeting and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

January 4, 2016 Business Meeting Minutes

Mr. Willig moved to approve the minutes for the January 4, 2016 Business Meeting and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report January 1 - 31, 2016

Mr. Kuhn moved to approve the January 2016 Treasurer’s Report and Mr. Willig 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 1, 2016

Mr. Willig moved to approve the General Fund Accounts Payable Report for February 1, 2016 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 1, 2016

Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for February 1, 2016 and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report for Liquid Fuels Fund for February 1, 2016

Mr. Kuhn moved to approve the Liquid Fuels Fund Accounts Payable Report for February 1, 2016 and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn moved to accept the January 2016 reports #1-13 as submitted and Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Old Business

Charlestown Park Improvement Project

Mr. Robert Dettore gave an update on the improvements at Charlestown Park and reviewed two change orders, a scope addition, the flagpole order, and signage bid. JD Bravo is coordinating with utility companies and school districts to replace the aging and unsightly utility poles and lines with underground utilities along Academic Way. The progress for the Park project is almost at 50% but the hard freezes are making it difficult to pour concrete. Below is a list of this month’s progress.

  1. Restroom structures are started.
  2. Curbing and sidewalks are started.
  3. Playground excavation has begun.
  4. Playground equipment has been delivered.
  5. Other fixtures like benches/grills are due in this week.
  6. The south parking lot improvement documents are 90% complete.

The two County authorities that had been notified by a neighbor of the Park, did inform Mr. Detorre to adhere strictly to the Plan approved by the County, after a field inspection. Mr. Detorre therefore was required to remove the minor modifications made for that neighbor. On February 2, Mr. Detorre has a meeting with the Phoenixvile Area School District regarding a fiber optics cable that is running through the area where the above ground utilities are being relocated underground.

  1. Mr. Kuhn moved to approve Change Order #5 to the electrical contract for Cooks Service Company, Inc., in a not-to-exceed amount of $53,224 and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
  2. Mr. Kuhn moved to approve the purchase order to Recreation Resource USA in the amount of $4,825 for a new Park flagpole and supplemental gutters and downspouts for Pavilion #4, and a companion change order to Out of Site Infrastructure in the amount of $2,950 for the installation labor for the aforementioned flagpole, gutters and downspouts. Mr. Willig seconded, Mr. Piliero called for discussion and there was none. He called the vote, all were in favor.
  3. Mr. Kuhn moved to approve the change order to Out of Site Infrastructure for a not-to-exceed $30,000 for the monument signs, and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
  4. To extend the improvements further towards the clubhouse, and move into phase II in the spring, paving options were discussed. Preliminary assessment of the base structure (3 tests) showed what looked like a thin layer of coal and cinder underneath. An all new lot would involve new curbing, sidewalks, and lighting. The contractor agreed to extend his pricing for the existing project which places him as lowest bidder (if opting for a change order). Getting a new bid under these conditions may not be the best route. However, EB Walsh is not sure this option would be a significant value. A second option, using a two inch overlay for $112,000 may last 15-20 years. It was decided that an inspection by Mr. Wright, and perhaps more testing, will provide Supervisors with more information. A final answer is not needed until spring.
  5. Mr. Kuhn will approach the University to see if they are interested in discussing a mutually agreeable property trade.

Resolution to Accept Deeds of Dedication - Deerfield

Mrs. Csete stated that although a vote was passed November 2, 2015, a Resolution is needed to accompany the motion to accept the deeds of dedication for the 3 roads in the Deerfield subdivision. She requested that the Board consider adopting Resolution #866-2016.

Mr. Kuhn moved to adopt Resolution #866-2016 accepting the deeds of dedication for Hollow Drive, Deerfield Drive and Pyle Lane, in the Deerfield Development. Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

New Business

Auchincloss Property Easement with French & Pickering Creeks Trust

Ms. Pam Brown, Director for the French & Pickering Creeks Conservation Trust, presented a conservation easement agreement for parcel #35-3-75 and 35-3-75.1, also known as the former Auchincloss property.

Ms. Ingrid Cantarella-Fox, President of the Horse-Shoe Trail Conservancy, Inc. discussed a proposed trail route through the Auchincloss property that will connect the Horse-Shoe Trail with the Brightside Trail. Since the Turnpike Commission has begun the expansion of the Yellow Springs Bridge at Sidley Road, the trail has been unsafe for hikers and horses. The Auchincloss re-route eliminates this danger. A preliminary marking of the route has been done, maintaining a safe distance from neighbors.

The Board will review the proposals, and give comments at the March meeting. Then they will receive a final version for approval and signatures. Ms. Brown noted the Trust was pleased to use this project as the first from Harry Burhans’ bequest.

Social Media Policy

Mrs. Csete introduced the Township Social Media Policy. Since the Parks & Recreation Board has developed a Facebook page, the policy will provide guidance on its development, monitoring and use. It establishes overseers, allows the Township to remove pictures, fighting words, threats, etc. A draft policy had been previously circulated for the Board’s review, with helpful comments from Gary Sheridan.

Mr. Kuhn moved to adopt the Social Media Policy with a minor edit and Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Authorize Advertisement of Bids for Road Equipment & Labor Contract 4/1/16 - 3/31/17

Mr. Kuhn moved to authorize advertising of the Road Equipment & Labor Contract for a one year period from April 1, 2016 to March 31, 2017. Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Resolution to Adopt the Chester County Multi-Jurisdictional Hazard Mitigation Plan

Mr. Hubbard explained the proposed resolution, which through its adoption provides an opportunity for the Township to be eligible for federal grants and disaster funding.

Mr. Kuhn moved to adopt Resolution #867-2016 adopting the Multi-Jurisdictional Hazard Mitigation Plan of Chester County. Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

Trail Update

Mr. Wright stated the Brightside Trail is in the stormwater management phase, since the engineering is done for the meadow trail. An update will be on March’s agenda. They are trying not to alter the landscape for the trail’s stormwater management system.

Snow Storm Jonas Review

The Supervisors discussed the Township’s ability to respond to the enormous amount of snow that fell last weekend. Equipment availability, contractor response time, contractual obligations, and calls from Deerfield residents, were among the topics discussed. Mrs. Csete stated that FEMA may pay for about half of the Township’s cost of the storm.

Phoenixville Regional Comprehensive Plan Update

Mr. Willig stated that if the Township adopts the Phoenixville Regional Comprehensive Plan, it would satisfy the County’s update requirements. The plan is an aggregate of the individual member municipalities’ plans, and it would benefit the Township by supporting use constraints, while allowing the same freedoms available under the Township’s individual plan. It will appear on the agenda after the Planning Commission has reviewed it.

Road Improvements for 2016

Mr. Wright distributed a document entitled Charlestown Township 2016 Road Improvement Project. It listed Mine Road, Pickering Road (on the other side of the bridge), Aldham Road, and Union Hill Road, as the 2016 choices for repaving. Supervisors were asked to review the document. Suggestions to add parts of Yellow Springs Road and Bodine Road may be considered. Once the Board decides which roads will be improved, Mr. Wright will return with design calculations, and the Board may vote on going out to bid in April.

Lastly, Mrs. Csete said the Township’s codifying company is going out of business and she needs to locate another provider.

Adjournment

Mr. Piliero adjourned the meeting at 8:05 p.m. The next meeting is scheduled for Monday, March 7, 2016, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.

Respectfully submitted,


Lisa K. Gardner
Recording Secretary