Charlestown Township
Board of Supervisors Business Meeting
Minutes of October 3, 2016

The first business meeting for October was held on October 3, 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., and Robert Dettore.
Staff: Linda Csete, Manager, Jim Thompson, Roadmaster, Tim Hubbard, Property & Safety Coordinator, and Lisa Gardner, Recording Secretary.
Public: See attached sign-in sheet

Call to Order:

7:00 p.m.

Announcements

The Township Office will be closed for Columbus Day.

Citizens Forum

No items were brought forward at this time.

Approvals

September 6, 2016 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes for the September 6, 2016 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 September 1 – 30, 2016

Mr. Philips moved to approve the September 2016 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 October 3, 2016

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for October 3, 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 October 3, 2016

Mr. Philips moved to approve the Open Space Fund Accounts Payable Report for October 3, 2016 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

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

Old Business

Charlestown Day Update

Mrs. Schlichter stated that the sponsorship for the Great Valley Community Organization had officially reached $5000, with another $4000 expected. The Philadelphia Union Soccer Team should be there, with a professional athlete to visit with the kids. Mrs. Schlichter thanked Mrs. Csete for establishing a link on the Township’s website for volunteers, more are needed.

Charlestown Park Improvement Project

Mr. Dettore stated that all the contractors are dedicated to the completion of the project for Charlestown Day, October 29th. The pavilions, parking lot, stormwater facilities, and playground should be ready, but the restroom building will not be operational. The estimated final completion date is Thanksgiving. There is a one year warranty.

The recent heavy rain posed no problem regarding runoff or flooding. The rain garden is working correctly.

New Business

Charlestown Townwatch

Mr. Robert C. Wert, former president of Charlestown Townwatch, explained to the Supervisors that the 501-C3 organization was being discontinued. In the 1970’s and 1980’s, the Townwatch had received numerous donations from residents used for rewards. The total is approximately $80,000. The Townwatch proposes to turn this money over to the Township to use at their discretion for the benefit of the residents. There are no restrictions on the funds being transferred to the Township.

The Supervisors discussed setting up a fund to use this money in the same spirit it was given. Although a few community townwatch groups have sprung up within the Township, they are newer communities, with newer residents, and communities within themselves. Mr. Wert and the Supervisors felt the money needed to be used Township-wide, as it was given. Mr. Willig proposed contacting the PA State Police for guidance. Mr. Piliero asked Mr. Thompson to research the details and procedure for taking over the funds. Mrs. Philips, on behalf of the Charlestown Historical Society requested a list of residents who had donated and/or served the Charlestown Townwatch for their archives. Mr. and Mrs. Allen, in attendance, had volunteered their time as well, and were thanked by the Board, as was Mr. Wert.

Open Bids – Road Salt

The following bids were opened for the Road Salt Contract for 2016-2017:

Eastern Salt $45,150 $64.50 per ton fob plant or delivered
Morton Salt $47,950 $68 per ton fob plant or delivered
Cargill Salt $50,351 $69 per ton fob plant or $71.93 delivered

The bids were turned over to Mr. Wright for review with the contract to be awarded at the November 7th meeting.

Application for Certificate of Appropriateness – 4111 Whitehorse Road

Mrs. Philips spoke on behalf of long-time residents Mr. and Mrs. James Allen. The Allens live in a mid-19th century style home, typical of a farm workers house. However, the Allens were unaware that they lived in a historical resource, and through the years many changes and additions have been made to the original structure. The property is being sold, and the prospective new owners have agreed to keep a flush stone border as a marker of the home. They will be tearing it down and building farther away from the road. Mrs. Philips said HARB, the County, the Allens, and the prospective new owners have come to this agreement.

Mr. Rodgers moved to approve the Certificate of Appropriateness for 4111 Whitehorse Road and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Request for Public Water – James Bruder, Whitehorse Road

Mr. James Bruder was not present to request approval to tie in to public water at his property on Whitehorse Road. However, Mr. Kuhn gave a brief review of the situation stating Aqua Pennsylvania, Inc. would prefer extending their franchise north from Union Hill Road to Ashenfelter Road rather than address these requests on a case-by-case basis. No homeowner would be required to tie in.

Mr. Philips moved to direct the Manager to send a letter to Aqua, PA indicating that the Township is in favor of extending the public water franchise to this address and along the north side of Whitehorse Road from Union Hill Road to Rees Road, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids – Phase 1 - Landscaping at Charlestown Mill

No bids were received at the Township Office for the Landscaping Project at the Charlestown Mill but two were received online. Mr. Wright distributed a summary sheet for Chester County Landscape Improvements at Charlestown Woolen Mill dated October 3, 2016. There were two bids via this system.

Bid 1 F.W. Houder Base Bid of $228,572 and Alternate #1 $46,177 = $274,749

Bid 2 Land Tech Enterprises Base Bid of $517,773 and Alternate #1 $19,200 = $536,973

Mr. Kuhn moved to reject the bids and rebid based on preliminary project estimates. Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Mr. Wright will send Mrs. Csete a hard copy of the bid package for the Township Office. This time the bidding will be focused on local contractors, with the bids to be opened at the December 5th meeting, for project completion in the spring of 2017.

Review Bids – Volpi Property

The Bids for the sale of the Volpi Property were opened and read on September 29th at 11 a.m. at the Township Office with the following results:

There was only one bid received for $141,000 from Eric Davison. Supervisors discussed the option of rejecting the bid and renegotiating, and then briefed the bidder who was present.

Mr. Kuhn moved to approve the bid and agreement of sale and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Brightside Farm Project

Change Order #1

Mrs. Csete referred to an email received from Mr. Frens, requesting approval of a change order in the amount of $4,046.95 due to the discovery of additional window rot at one of the barns being repaired at Brightside Farm. Mrs. Csete said Mr. Frens recommended the Board authorize Bob Dettore to approve change orders in an amount not to exceed 10% of the total project. These could be ratified by the Board at the next meeting so as not to delay the process.

Mr. Kuhn moved to authorize Mr. Dettore to execute Change Order #1, and future change orders with a 10% amount not to exceed, of the total project. These change orders are to be ratified by the Board at the next monthly meeting. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Resolution to Adopt Revision to Official Sewage Facilities Plan

Mrs. Csete stated that the Planning Commission, along with Mr. Wright, had reviewed the Act 537 Supplement for the Wilson Road Force Main, at its meeting on August 9th and had no comments. Tredyffrin Township requests that each member municipality adopt a resolution approving the revision.

Mr. Rodgers moved to adopt Resolution #875-2016 adopting the revision to the Official Sewage Facilities Plan of the Township and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

2017 Budget Matters

Mrs. Csete will be emailing suggested dates for a budget work session, usually scheduled in late October.

Identify Projects from the Long Term Plan to be included in the 2017 Budget

Mrs. Csete said the Long Term Budget Committee last met on September 26th and made recommendations for projects to include in the 2017 Budget. Mrs. Csete asked for Supervisors to email her with more suggestions. She also received the following comments:

After discussion, some of the recommended projects will be included in the draft budget, to be reviewed in October.

Schedule Hearing for Alternative Energy Ordinance

Mr. Thompson briefly explained the procedure for advertising a hearing to consider the Alternative Energy Ordinance. Mrs. Csete will add it to the agenda for December 5th, 2016 at 7:00 p.m. at the Great Valley Middle School. Supervisors will review the ordinance this month and directed the Solicitor to advertise.

Authorize Investment of Open Space Funds in First Resource Bank CDARS Program

Mrs. Csete said the Open Space Fund has 1.5 million available to invest in the CDARS program for a 12 month term. Mr. Philips moved to approve the additional investment in First Resource Bank’s CDARS program in the amount of $1.5 million for a 12 month term and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Deerfield Final Escrow Release

Mr. Wright gave a brief history of the two neighbors’ concerns with stormwater from the development, which have now been addressed satisfactorily. He recommended the approval of the final Deerfield escrow release in the amount of $40,000.00.

Mr. Philips moved to approve the Final Escrow Release of $40,000 for the Deerfield subdivision and Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

Mr. Kuhn had five matters to discuss with Supervisors.
  1. He wanted to confirm that the equestrian trail between Whitehorse Estates and Spring Meadows is not negotiable with the residents or HOAs.
  2. After receiving a call from a resident wanting to donate a Park bench in the memory of her son, Mr. Kuhn suggested the purchase of a dozen $500 plastic coated steel benches. The cost is to be taken from the Open Space Fund and purchased through Costars.

    Mr. Philips moved to approve the purchase of twelve benches for Charlestown Park, at a cost of approximately $500 each and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

  3. Mr. Kuhn wanted to discuss having a beekeeper at Brightside Farm. Mr. Philips was not comfortable with the liability due to people having allergic reactions. Mrs. Csete said the insurance company had declared it a liability in the past. Mr. Lawrence said the hive would be fenced and have a warning sign. Mr. Thompson’s opinion was it was an attractive nuisance. Mr. Willig’s opinion was to try and make it work, therefore more research will be done.
  4. A disc golf advocate visited the last Park and Recreation Board meeting. She has been instructed to draw up a course for Charlestown Park, and return so members can review the idea for safety and “fit”.
  5. Davey Tree has given the Township a proposal for $9,100 to remove dangerous trees on Sycamore Lane that are in the right-of-way. The Roadmaster confirmed there is dead wood hanging and should be removed, as done in the past. The Board discussed drafting an ordinance to back charge residents for not caring for their trees that have become dangerous.
Mr. Lawrence had 4 items to discuss with the Board.
  1. Per Mr. Lawrence, Mr. Theurkauf said the wild meadows at the Park are prepared for wild flower planting and Charlestown Landscaping did a wonderful job at selective cutting needed to protect desirable plant life.
  2. The Phoenixville Green Team gave a presentation to the Phoenixville Area Planning Commission last week, discussing trails in Phoenixville and interconnections to surrounding townships (including the Devault line). Schuylkill Township is interested in their planning commission receiving the same presentation, scheduling to be determined.
  3. The proposed development of part of the Technical College High School into residential units was also discussed, as their plan included a parking lot trailhead for the Devault Line Trail. Local residents from Schuylkill Township adjacent to the Trail line expressed interest in being involved in the trail project, and were directed to Michael Churchill.
  4. Mr. Lawrence noticed a culvert that is being undercut at the corner of Coldstream Road and Township Line Road. Mr. Wright will investigate.

Mr. Wright discussed the Brightside Farm Trail. By moving the trail in one area, stormwater and buffering repair requirements and costs have been drastically reduced. The County review is now being expedited and next month could see bid documents ready for spring 2017.

There will be an Executive Session after tonight’s meeting to discuss legal matters.

Adjournment

Mr. Piliero adjourned the meeting at 8:40 p.m. The next meeting is scheduled for Monday, November 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