Charlestown Township
Board of Supervisors Business Meeting
Minutes of November 7, 2016

The first business meeting for November was held on November 7, 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, Michael J. Rodgers, and Hugh D. Willig. Charles A. Philips was absent.
Consultants: Mark P. Thompson, Esq. and Daniel T. Wright, P.E.
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:

7:02 p.m.

Announcements

Mrs. Csete announced that the Board of Supervisors held an executive session following the budget work session on October 24, 2016 at the Township Office.

Mrs. Csete announced that the Township Office will be closed on November 11th for Veterans’ Day.

Mr. Rodgers announced that the Charlestown Historical Society is establishing 5 scholarships for Great Valley students at $2,000 each for different fields of study.

Citizens Forum

No items were brought forward at this time.

Approvals

October 3, 2016 Business Meeting Minutes

Mr. Kuhn moved to approve the minutes for the October 3, 2016 Business Meeting and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

October 24, 2016 Budget Meeting Minutes

Mr. Rodgers moved to approve the minutes for the October 24, 2016 Budget Meeting and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report October 1 – 31, 2016

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

Accounts Payable Reports for Operating Fund for November 7, 2016

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for November 7, 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 November 7, 2016

Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for November 7, 2016 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn questioned the Auchincloss mowing invoice. Much of the property is left for hay and does not need to be mown. Mr. Hubbard will communicate this to the contractor.

Mr. Rodgers stated that the Valley Forge Sewer Authority had completed its linear repair and it is in full operation. They have begun removing the temporary piping. Also, the sale of the Valley Creek sewer trunk line is now in the hands of lawyers. Discussion followed regarding contract points and rate changes.

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

Old Business

Charlestown Day Recap

Charlestown Day Committee Chair Karen Schlichter provided a recap of the annual event held on October 29th. Donations to the Great Valley Community Organization totaled $5,000. The group also received a $2,500 grant from Wells Fargo. The event served as a grand re-opening of the newly renovated Charlestown Park. Mrs. Schlichter’s highlights included:

The Board expressed its appreciation to Mrs. Schlichter for all her efforts throughout the year to make this event such a great success for the community.

Charlestown Park Improvement Project

Mr. Kuhn stated that the restroom is nearing completion, and will be functional mid- November. The Park entrance is being paved now and the monument signage is being installed this week.

Mr. Kuhn moved to ratify Change Order Post OOS #4 (for door hardware and drainage modifications) and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Brightside Structural Repairs

Supervisors reviewed the structural repairs to several outbuildings at Brightside Farm Park. Some changes to the window gables, adding to the bank barn wall, and roofing on the wagon shed, require changes orders.

Mr. Kuhn moved to ratify Change Orders #1 and #2 and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

New Business

Zoning Hearing Board Application Overviews

Spring Oak, L.P.

Mr. Thompson stated that the appellant requested an open ended stay of the proceeding, which was granted by the Zoning Hearing Board.

Charlestown Meadows Deck Extensions –

Nancy Sobieck and Marianne Hayes, of Charlestown Meadows, both requested favorable recommendations from the Board of Supervisors. They wish to extend their decks into the Open Space. Mr. Wright verified that there was enough Open Space available to allow the improvements. The Board recommended that the Applications be approved.

Custodial Services at Charlestown Park to begin April 1, 2017

Mr. Kuhn said he had contacted Eric Davison of Charlestown Landscaping. Mr. Davison expressed an interest in his firm taking on the custodial duties at the newly renovated Charlestown Park, once the new season begins in April 2017. Mr. Kuhn asked the solicitor if the general clean up in the pavilion areas, playgrounds and maintenance of the restroom was something that could be added on to Charlestown Landscaping’s current mowing contract rather than go out to bid. Mrs. Csete added that the current contract expires April 1, 2018. At that time, these additional tasks would be included when the new contract goes out to bid.

Mr. Hubbard said that Jay Pollinger, a contact from East Pikeland who is currently making rounds for their township’s parks, has extended an offer to take on custodial duties at Charlestown Park. Supervisors liked the idea of East Pikeland incorporating it into their routine, allowing Charlestown to pay them like a vendor. A second option would be to have Mr. Pollinger work for Charlestown Landscaping. Mr. Hubbard will reach out to see if either of these can be done.

Although Mr. Detorre has a list of the Park’s needs, Mr. Kuhn believes trash removal is really the only item needed until the spring of 2017. Mrs. Csete stated she must have a back-up person to call, for emergencies ranging from trash overflow to plumbing problems. Mr. Detorre and Mr. Hubbard will meet to draft an agreement for East Pikeland’s consideration. A locked dumpster will be on the premises for custodial use.

Eagle Scout Recognition – Max Stillwell

The Board of Supervisors presented Max Stillwell with the Township’s Youth Leadership Award in recognition of his completion of a 16 foot bridge over a large channel on the Pickering Trail. He has also attained the rank of Eagle Scout and was congratulated.

Road Salt Bid Award

Mr. Wright referred to his letter dated October 4, 2016 that designated Eastern Salt Company, Inc. as the lowest responsible bidder, to provide road salt to the Township for the 2016-2017 season.

Mr. Rodgers moved to award the Road Salt Contract to Eastern Salt Company, Inc. and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Review Bids – Bathroom Remodel at Brightside Farmhouse

Mrs. Csete stated that she received two responses to the October 18, 2016, Request for Proposals, for the bathroom remodel project at the farmhouse at Brightside. However, both were higher than the anticipated cost and therefore rejected since they trigger the requirement to go out for public bid. The bids were:

CRJ Construction - $37,600.00
Tony Sume Restorations - $23,600.00

Mr. Sume, in attendance tonight, told the Board that he closely structured his bid to the requirements of Dale Frens. The Board decided to ask Mr. Dettore to review the scope of the project and see if costs could be brought into line with their expectations of not exceeding $19,400.

Website Design & Maintenance Agreement 11/1/2016-10/31/2017

Mr. Rodgers moved to approve the Website Design and Maintenance Agreement with Allen P. Underkofler for the period of 11/1/2016 to 10/31/2017 with no rate increases proposed, and Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Resolution Re-Adopting the Emergency Operations Plan Annually

Mr. Hubbard stated he had reviewed the existing Plan with County officials and it was determined that the Plan remains current and needs no amendments.

Mr. Kuhn moved to adopt Resolution #876-16 re-adopting the Emergency Operations Plan of Charlestown Township and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Authorize Advertising for Adoption of 2017 Budget

Mr. Rodgers moved to authorize the Township Manager to advertise the proposed 2017 Budget for consideration of adoption at the December 5, 2016 Board of Supervisors Meeting, 7:30 P.M., in Room 154, of the Great Valley Middle School, 255 North Phoenixville Pike, Malvern, PA. Mr. Piliero seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Authorize Advertisement of Intent to Appoint a CPA to Audit the 2016 Accounts

After a brief explanation of the formal procedure, Mr. Rodgers moved to authorize the Township Manager to advertise the Board’s intention to appoint a certified public accountant at the Reorganization Meeting, to conduct the 2016 audit. Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Village at General Warren Escrow Release #12

Mr. Wright referred to his letter dated October 12, 2016 stating that the amount for the escrow release had been reduced by $8,682.99 to an approved revised total of $77,028.01.

Mr. Kuhn moved to approve Escrow Release #12 in the amount of $77,028.01 for the Village at General Warren. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Spring Oak Phase II Escrow Release #2

Mr. Wright referred to his letter dated October 10, 2016 stating that the amount for the escrow release had been reduced by $1,815.20 to an approved revised total of $124,022.08. Mr. Kuhn moved to approve Escrow Release #2 in the amount of $124,022.08 for Spring Oak. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

The buyer of the Volpi property has requested the Township place monuments at the corners of the property to help expedite the paperwork involved with the purchase.

Mr. Rodgers asked if the Charlestown Historical Society had received the half acre of land at the Rapp House, formerly promised to them by the Township. Mrs. Csete will research to discover if this land has been conveyed to them.

Mr. Wright stated that residents of Whitehorse at Charlestown had contacted him regarding the settling and deterioration of 18 to 20 inlets. Temporary repairs are being done by the Roadmaster after meeting with Mr. Wright at the site.

Mr. Rodgers motioned to amend the 2017 Budget to include an additional $10,000 in the Inlet Repair Account, to cover the cost of repairs next year. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

A draft Solicitation Ordinance was discussed. Mr. Thompson will send it out via email for Supervisors to review for the next Board meeting.

Mr. Kuhn said equestrian trails are being discussed for Whitehorse Meadows. He said that after meeting with residents, many points need further research.

Adjournment

Mr. Piliero adjourned the meeting at 8:05 p.m. The meeting was adjourned to an executive session. The next meeting is scheduled for Monday, December 4, 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