Charlestown Township Board of Supervisors Business Meeting Minutes of September 6, 2016

The first business meeting for September was held on September 6, 2016 at the Great Valley Middle School in Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Present

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

Call to Order:

7:05 p.m.

Announcements

1. Mrs. Csete stated the Board held an executive session at the Township Office on August 1, 2016 following the business meeting to discuss legal matters.
2. Mr. Kuhn stated there was an executive session at the Desmond Hotel before tonight’s meeting to discuss legal matters.

Citizens Forum

Charlestown Park Stormwater Drainage

Mr. Roman Dychdala, engineer/surveyor of Inland Design, was representing Mr. Gene Coccia of East Pikeland Township tonight. Mr. Coccia’s property is located across the street and downstream from Charlestown Park. Mr. Coccia claimed the stormwater drainage has increased since construction began at the Park. They said the runoff controls were promised to lessen the amount of water traveling across the street, and onto his land.

Mr. Dychdala stated he had analyzed the calculations done by the Township engineer, and found discrepancies in the computations. The Township engineer calculated 3800 cubic feet of necessary stormwater storage, but he calculated the need for 7900 cubic feet. Although the time to challenge the Park’s NPDES Permit has expired, he contacted the DEP and the conservation district.

Mr. Kuhn advised Mr. Dychdala that the Township’s Permit was approved by the same agencies he contacted. Also, in an effort to be a good neighbor to Mr. Coccia, an extra ~$20,000 was spent (modifying berms) to go beyond what the County required for the project’s stormwater control.

Mr. Dettore stated that ten inches of rainfall is needed for it to cross Township Line Road and enter Mr. Coccia’s property. No water would have entered Mr. Coccia’s land at this point. However, Mr. Dettore and Mr. Kuhn both stated that all attempts made to satisfy Mr. Coccia still left him unsatisfied. At this point, Mr. Coccia complained to the County. Due to this complaint, the County forced the Township to remove the extra modifications performed for Mr. Coccia, so that the County approved stormwater plan matched exactly to the actual site conditions.

Mr. Coccia asked the Township to have Mr. Wright review the calculations again. The Supervisors stated they did not feel it was necessary since the design was reviewed and approved. In addition, the County would not allow any changes to the approved plan.

To find an amiable solution, Mr. Coccia suggested he pay for the cost of Charlestown’s engineer to review the data. Mr. Wright was asked to provide Mr. Coccia with an estimate of his cost to re-review the calculations. Mr. Coccia will contact Mrs. Csete if he decides to proceed with the second review.

Charlestown Historical Society Calendar

Mrs. DeWilde clarified a caption for a photo appearing in the next calendar regarding when the Charlestown Mill might be open to the public.

Approvals

August 1, 2016 Business Meeting Minutes

Mr. Philips moved to approve the minutes for the August 1, 2016 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 August 1 – 31, 2016

Mr. Rodgers moved to approve the August 2016 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 September 6, 2016

Mr. Philips moved to approve the General Fund Accounts Payable Report for September 6, 2016 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 September 6, 2016

Mr. Kuhn verified that the check for C. M. Jones was being held. Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for September 6, 2016 and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

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

Old Business

Eagle Scout Recognition

The Board of Supervisors presented Nick Warner and Nick Stillwell with the Township’s Youth Leadership Award in recognition of their completion of two walkway projects along the Pickering Trail and their attainment of the rank of Eagle Scout.

Charlestown Park Improvement Project

Mr. Dettore provided an update on the surety takeover situation at Charlestown Park. The surety has been vaguely committal and unspecific, but has agreed, according to Mr. Thompson, to pay liquidated damages in the event of a delay and to adhere to a preliminary construction schedule.

There will be a start-up meeting tomorrow, with very minor variations to the original contract. The same contractors are doing the balance of the work with a 90 day completion target. Weather permitting the play area should be done in 6-7 weeks, in time for Charlestown Day. The restroom structure will not be done by then.

New Business

Scout Project Presentations

Scout Tommy Brower distributed his project proposal, a Valley Forge Military Hospital Information Sign area (with pavers and two benches). The sign will also include an area to post reservations for the new pavilions. He plans to complete this next spring. Supervisors told Mr. Brower to contact Mr. Wright, Mr. Detorre, and Adam Brower. This item will be added to the Township’s budget for next year.

Mr. Philips moved to approve Scout Brower’s project, and Mr. Willig seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Next Scout Max Stillwell distributed pictures of a 16 foot bridge he hopes to build over an area prone to flooding on the Pickering Dam Trail. Since he has already met with Mr. Wright the design was approved.

Update on P.J. Whelihan’s Parking Plan

Mr. Tim Townes of J. Loew & Associates provided details on the parking plan for P.J. Whelihan’s. Since J. Loew has become a part owner, providing plentiful parking is in their best interest. They will provide shuttle service for employees if needed, and they have also contacted the neighboring sites for additional parking if needed. Supervisors asked for the shuttle/backup parking plan to be documented. Mr. Townes described the peak times for Mr. Willig. Mr. Hubbard reminded Mr. Townes about fire lanes.

Pickering Crossing Financial Security Agreement

Mr. Townes requested approval of the Subdivision Financial Security Agreement for Pickering Crossing, which will replace the current Agreement due to a change in the financial institution holding the funds.

Mr. Philips moved to approve the amended Financial Security Agreement for Pickering Crossing, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Mr. Townes is continuing discussions with Great Valley Materials adjacent to Pickering Crossing. Although the plant hours of operation are grandfathered, the around the clock activity is disturbing residents. Mr. Townes is working with the facility owners and hopes to gain their cooperation and be more mindful of the Township quiet hours.

Crown Castle Request for Right-of-Way Agreement

Mr. Thompson reviewed the request of Crown Castle to enter into a Right-of-Way Use Agreement with the Township to conduct business as a telecommunications company, installing small cell communication devices (a.k.a. distributed antenna system) within the road rights of way. They have petitioned several municipalities but it is unclear if they have been granted Public Utility status. Mr. Thompson will keep the Board updated.

Kathrine Bright Conditional Use Decision

Mr. Thompson reviewed the draft decision for Kathrine Bright to operate a fitness training business from her home on Hollow Road. Tonight signatures were needed to conclude the decision.

Mr. Kuhn moved to approve the Conditional Use Decision for Kathrine Bright, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids for Brightside Farm Bank Barn, Wagon Barn and Spring House Project

The following prevailing wage bids received by PennBid were read aloud by Mr. Wright for the Brightside Farm project.

Donald E. Reisinger, Inc.	Base Bid $149,345 with Alternate #1 $42,100=$191,445
King Construction Co., Inc.	Base Bid $142,200 with Alternate #1 $67,137=$209,337
CRJ Construction	Base Bid $229,000 with Alternate #1 $62,500=$291,500

Mr. Frens recommend acceptance of the Donald E. Reisinger, Inc. bid, it being lowest. Most of the work is not weather sensitive, but it should still be done by winter (estimated 90 day completion). Mr. Frens’ cost estimate was:

Base Bid $131,802 with Alternate #1 $39,065 = $170,867.

Mr. Kuhn moved to approve the acceptance of the Donald E. Reisinger, Inc.’s bid, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Resolution to Adopt Amendment to Official Sewage Facilities Plan to include Whitehorse Estates

Mr. Rodgers moved to adopt Resolution #874-2016 amending the Act 537 plan to include the sewage facilities planning module for Whitehorse Estates, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Ratify Scheduling of Advertisement Accepting Bids for the Volpi Property

Mr. Thompson gave an overview of the procedure for accepting real estate bids. Lowest bid does not have to be accepted by the Township. Interested parties should call Mrs. Csete.

Mr. Philips moved to ratify the scheduling of an advertisement to accept bids for the Volpi property to be due September 29^th at 11:00 a.m. at the Township Office, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Brightside Farm Bathroom Renovation

Mr. Frens gave drawings to Mrs. Csete to distribute to interested bidders for this small renovation project. It has an estimated cost of $10,000-$25,000. Supervisors suggested a few contractors to invite.

Brightside Trail Update

Mr. Wright said the plans are done and could go out to bid. But, the conservation district is creating a difficulty regarding a basin and a possible buffer requirement. There is a meeting on September 12^th to clarify the issues.

Authorize advertising for Road Salt Bids

Mr. Rodgers moved to authorize Mrs. Csete to advertise the Road Salt Bid for 2016-2017 for opening on October 3, 2016. Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote, and all were in favor.

Minimum Municipal Obligation 2017- Pension Plan

Mrs. Csete stated the Township is required to vote each year to provide for the Minimum Pension Plan Obligation in the next year’s budget. Mr. Philips moved to authorize funding the Employee Pension Plan for 2017 in the amount of the Minimum Municipal obligation provided by Trustees Insurance of $9,019.00 and to include this amount in the budget for 2017. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Spring Oak Phase II – Escrow Release #1

Mr. Wright gave his recommendation for approval of the Spring Oak Phase II escrow release.

Mr. Rodgers moved to approve Escrow Release #1, in the amount of $37,648.66 for Spring Oak and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Pickering Crossing – Escrow Release

Mr. Wright stated that he recommended the approval of the Pickering Crossing escrow release. There will be an official letter issued on September 7^th, 2016.

Mr. Philips moved to approve the Escrow Release #29 in the amount of $98024.55 for Pickering Crossing and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

Marshall Appeal

Mr. Philips moved to direct the Solicitor to move forward with an appeal to the Commonwealth Court of the Marshall conditional use decision, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Adjournment

Mr. Piliero adjourned the meeting at 8:21 p.m. The next meeting is scheduled for Monday, October 3, 2016, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.