Charlestown Township Board of Supervisors Business Meeting Minutes of July 5, 2016

The first business meeting for July was held on July 5, 2016 at the Great Valley Middle School in Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Present

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

Call to Order:

7:00 p.m.

Announcements

There were no announcements this evening.

Citizens Forum

Township resident, Mr. Cam Cloeter, told Supervisors that on June 3^rd he was told by the Pennsylvania State Police that they would no longer come out to his residence on Alexis Lane. Mr. Cloeter said he had a large boulder moved/stolen and also signs defaced. A dispatcher and a corporal both were unmoved by Mr. Cloeter’s request for an officer. Mr. Thompson said the state police have the discretion to prioritize or refuse service in an instance like a disagreement among neighbors; however he said the Township could request clarification on the matter.

Mr. Willig asked Mr. Hubbard to check the call log and contact the barracks commander. Mr. Philips stated the Board is extremely concerned and would not want to hear of another resident reporting the same. Mr. Hubbard will report back with the protocol and clarification.

Approvals

June 6, 2016 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes, with a minor edit, for the June 6, 2016 Business Meeting and Mr. Kuhn seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report June 1 – 30, 2016

Mr. Kuhn moved to approve the June 2016 Treasurer’s Report and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for July 5, 2016

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for July 5, 2016 and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report for Open Space Fund for July 5, 2016

Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for July 5, 2016 and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Reports

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

Old Business

Charlestown Park Improvement Project

Mr. Dettore provided an update on the most recent Park meeting with Mr. DeVlieger and interested parties. Instead of receiving a plan to restart renovations at the Park, he was told only that the failed contractor had not contested the proceedings, and that the surety had retained a technical representative to access the tasks needed to bring the project to completion. Mr. Detorre had hoped the surety was farther along in the process. The surety had promised expediency, but seemed to be preoccupied with insignificant issues.

Mr. Dettore stated frustration at the pace the surety is taking on getting the Township a final plan of action to consider for approval. The surety’s technical representative, although two weeks into the project, could not give an estimate of the date for work to resume or to present a schedule.

The Township suspects the original Park contractor, Out of Site Infrastructure, did not appropriately pay prevailing wage. This can prohibit it from releasing the entire amount of the contract when the surety requests a signature of obligation. Mr. Dettore warned the Board that the Township will soon be asked to confirm to the surety, willingness to pay the balance. He feels as though this will become a topic of legal discussion between the parties.

Mr. Detorre is waiting for the surety’s draft of the takeover agreement. Mr. Detorre and Mr. Thompson said that they expect some action from the surety soon, due to the amount of legal pressure the surety is receiving. Then, after Board approval, they can assign contractors to complete the project. However this time of year, many contractors are busy. Also, it is a bad time of year for any planting, seeding, or sodding. The goal remains to have the Park ready, if not the restrooms, for Charlestown Day.

Access and Security Systems for Township Office and Mill Buildings-Revised Quotes

Mr. Hubbard explained that revised quotes were obtained for the access and security systems for the Township Office and Mill. Since the previous approval on June 6^th was specifically for quotes 10964, 10965, and 10966, for a not-to-exceed amount of $8,000 the approvals need to be revised. The quotes exceed this amount by $972 due to the addition of security cameras and battery backups.

Mr. Kuhn moved to approve the quotes with a new not to exceed amount of $9,000 and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Brightside Farmhouse

Mr. Wright provided an update on the bathroom renovation project at Brightside Farm. After a meeting with Alix Coleman and a representative from Bath Fitters, Mr. Wright said a preliminary price is forthcoming. An ADA accessible quote will also be received. Then, the Board will have a better idea of the project parameters. Mr. Hubbard will be the property liaison and work with Mr. Wright and Mr. Frens, etc.

Mr. Philips said Mr. Frens will prepare a drawing of the proposed rest room modifications because of ADA considerations. He will have the bid package ready for Phase 2 of improvements to buildings at Brightside Farm for the August 1^st meeting.

The Trail bid documents are done per Mr. Wright. The NPDES and PennDOT permits are still in process and could be another 60 days. Hopefully the Trail will be in completed in the fall.

Hearing

Kathrine Bright – Conditional Use Application

Mr. Thompson opened the hearing and announced its continuance due to the absence of Ms. Bright. Mrs. Csete will follow up on her failure to appear for the hearing.

New Business

P.J. Whelihan’s Request for Design Guideline Modifications

Mr. Townes of J. Loew & Associates presented materials supporting his request for modifications to the approved Design Guidelines for the P.J. Whelihan’s restaurant located in front of the Marriott Residence Inn on General Warren Boulevard in the TND district.

Changes are requested to the plans and architectural guidelines as follows:

• Addition of a parapet wall in the rear of the roof, and change to a sloped roof on the front side of the building to screen the HVAC rooftop units.
• Change the 1,000 sq. ft. patio area to a four seasons room with a reduction in the western flank of stores by 1,000 sq. ft. to keep the original square footage the same.
• Mr. Townes confirmed that the lease agreement with the tenant would require removal of the exterior cold box and restoration of the area at the termination of the lease agreement.
• Screening for the cooler box, which is a temporary structure (not a permanent fixture), by adding a screen wall.

Mr. Townes said the changes had been recommended to the Board by the Design Review Committee, the square footage remaining unchanged. The Planning Commission had not reviewed the changed plan.

Mr. Kuhn moved to approve the three proposed changes to the design guidelines for P.J. Whelihan’s, subject to Mr. Thompson’s and Mr. Wright’s approval, and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Auchincloss Property – Lease Renewal

Mrs. Csete said the tenants, Patrick and Sheila McFadden, were interesting in renewing the lease for the Auchincloss farmhouse for an additional year. Since the Township may sell the property within this period, the lease agreement was amended to provide a clause stating a buyer would be required to honor the lease through its completion date.

Mr. Kuhn moved to approve the renewal of the Auchincloss farmhouse lease with the McFaddens for the period of 9/1/16 to 9/1/17 and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Ordinance to Execute Phoenixville Regional Planning Commission Implementation Agreement

Mr. Kuhn moved to adopt Ordinance #200-2016 authorizing Mr. Philips to execute the implementation agreement with the Phoenixville Regional Planning Commission, and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Letter of Endorsement for Vision Partnership Grant Application for Phoenixville Regional Planning Commission Comprehensive Plan Update

Mrs. Csete said the Phoenixville Regional Planning Commission requested a letter of endorsement of the regional comprehensive plan update to the Chester County Planning Commission from each member of the PRPC. She read aloud a draft letter that was prepared and circulated to the Board for consideration.

Mr. Kuhn moved authorize the acting Chairman to sign the municipal endorsement letter and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Open Devault Area Gateway Landscaping Improvement Bids

The following bids were received for the Devault Area Gateway Landscaping Improvement project:

Green Weaver Landscapes $49,408
C. M. Jones$47,236

The bids were turned over to Mr. Wright to coordinate with Mr. Theurkauf for review and a recommendation for the August 1^st meeting.

Property Auction – Volpi and Jenkins

Mr. Thompson briefly described the auction process and stated that the auction bids could be rejected by the Supervisors. This still would allow further negotiations. Mr. Kuhn moved to reject the offers and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

The Board of Supervisors had and Executive Session at this time to discuss these properties. General discussion followed the Executive Session.

Other Business

None

Adjournment

Mr. Philips adjourned the meeting at 9:02 p.m. The next meeting is scheduled for Monday, August 1, 2016, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.