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

The first business meeting for December was held on December 5, 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. 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:

7:00 p.m.

Announcements

Mrs. Csete announced the Board of Supervisors held an executive session following the business meeting on November 7, 2016 at the Great Valley Middle School, Room 154.

Citizens Forum

No items were brought forward at this time.

Approvals

November 7, 2016 Business Meeting Minutes

Mr. Kuhn moved to approve the minutes for the November 7, 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 November 1 – 30, 2016

Mr. Philips moved to approve the November 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 December 5, 2016

Mr. Philips moved to approve the General Fund Accounts Payable Report for December 5, 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 December 5, 2016

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

Reports

Mr. Kuhn moved to accept the November 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

Update on Charlestown Park Improvement Project

Mr. Detorre stated that all Park renovations are basically complete. The surety company stated a week and a half ago that they had finished, which prompted a walk through by Mr. Detorre and Mr. Kuhn. A small punch list has been issued with an attached letter. There are minor adjustments that will be suggested, and an assessment of total cost will be forthcoming.

Recent heavy rainfall proved the stormwater management was working as designed and there was no run off or standing water. Next step would be to consider additional renovations to the south parking lot in 2017. Mr. Piliero and the entire Board thanked Mr. Detorre for his dedication to the project.

Brightside Farm Park – Building Repairs

Mr. Detorre stated the project was near completion, with only a small punch list due to modifications and safety changes. However, the contract was fully discharged, leaving only a few small items the Township may want to consider. The safety and removal of a dilapidated silo roof was discussed.

In regards to the bathroom renovation, he will be re-scoping this soon, expecting the renovation to be done over the summer.

New Business

Sale of Volpi Property

Mr. Thompson stated the closing was on December 2, 2016. A resolution to confirm the sale has been prepared, which also confirmed that the Agreement of Sale for the subdivided parcel was assigned by Eric Davison to Highview Farms, LLC, an entity controlled solely by Eric Davison.

Mr. Philips moved to approve Resolution #877-2016 authorizing and ratifying the sale of Chester County Tax Parcel No. 35-4-85 and acquired by Deed in Lieu of Condemnation dated June 26, 2013 known as the “Volpi Property”. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Jenkins Property

There has been no notable interest in this property as of this date.

Request for Road Abandonment of Longford Road

Mr. Frank Boyle was present to request that the Supervisors abandon the roadbed for Longford Road, which has not been in use since the PA Turnpike was constructed in the 1940’s. Mr. Thompson stated that since Mr. Boyle owns the property on both sides of this Township road, and there are no other affected properties, the next step would be to notify the Turnpike Commission of the Township’s intent.

Once Mr. Thompson contacts the Commission for the Township and Mr. Boyle, he will draft a Vacation by Agreement (stating that the Board and Mr. Boyle are in agreement). Next steps will be to advertise and draft the necessary ordinance, then a possible vote at the February meeting. There will also be research on any easements etc., but Supervisors see no problems since the Turnpike has already been widened in that stretch.

In addition to Mr. Boyle’s property, the Filippo property on the other side of the Turnpike, will receive the same process, as to not repeat the procedure again.

Request to Acquire Additional half-acre for Wisner-Rapp House

Mr. John Martin, president of the Charlestown Township Historical Society, was present to request that the Supervisors consider transferring a half acre of property from the Brightside Farm to the Wisner Rapp House property. The portion of property he is suggesting is currently a half acre in size, to be used for event parking. The location would be to the south of the Rapp House toward Hollow Road and along Yellow Springs Road. The group requests that the subdivision fees be waived as the Charlestown Historical Society is a non-profit organization.

Mr. Willig hesitated, stating that the addition should be something that would fit all the future needs of the group; he was not favorable toward simply donating land without a more formal plan for future use. Perpetual easement (which would have prohibitions) vs. subdivision was discussed. Mr. Piliero asked Mr. Thompson to research any existing easements or obligations. Mr. Wright will be sending Mr. Martin some documents to assist him in preparing his 10 year plan for this historical resource. The new trail location has no effect on this project.

Charlestown Mill – Additions to Scope of Services

Mr. Philips explained the two requests to expand the scope of services from Interpretative Solutions for the Charlestown Mill exhibit project. First, because the project must go out for public bid, shop drawings and installation details must be prepared for the bid package. The proposed fee for this service is $7,120.00. This figure was compatible with expectations per Mr. Philips (Item A).

Secondly, the exhibit committee discussed at the last meeting whether a mock-up of the water wheel should be created. This would allow for evaluation of the size and placement of the water wheel. To create a reasonably accurate mock-up, a template must be produced that shows where the wheels would be located. The proposed fee for this service is $7,380.00. This was far beyond cost expectations and deemed too expensive (Item B).

Mr. Kuhn moved to approve the change in scope, Item A, as submitted and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Extension of Public Water Franchise – Whitehorse Road

Mrs. Csete said she received correspondence from Aqua Pennsylvania asking the Township to consider including the properties along the north and south sides of Whitehorse Road for the public water franchise.

Mr. Philips moved to extend the Aqua PA territory to include both sides of Whitehorse Road, between Ashenfelter Road and Union Hill Road, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Traffic Signal Maintenance Contract for 2/1/2017 – 1/31/2018

Mrs. Csete said the current contract with Armour & Sons expires 2/1/2017 but has an automatic renewal clause if the Board decides to retain their services for an additional year. The annual cost of signal maintenance has been well below the threshold requiring the solicitation of bids or quotes.

She reported that the Roadmaster indicated he has been very satisfied with Armour and recommends extending the contract. The annual inspection service fee of $800.00 would remain the same. They propose an increase in the hourly rate to $60.00 per hour from the current $55.00 per hour (the same since the contract was put into place for 2012). Supervisors asked Mrs. Csete to ask Armour for a 3 year contract to avoid this yearly procedure.

Mr. Kuhn moved to extend the Armour & Sons signal maintenance contract to 2/1/2020, pending agreement by the company to a revised three year contract. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Tax Levy Resolution for 2017

Mrs. Csete read aloud the Tax Levy Resolution. Supervisors noted the proposed real estate millage (.75 for the last twelve years), Local Services Tax, Real Estate Transfer Tax, and Earned Income Tax for 2017, will all remain the same as in 2016.

Mr. Philips moved to approve Resolution #878-2016 setting the taxes for 2017, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Budget Resolution to Adopt 2017 Budget

The Board reviewed the proposed budget materials at a meeting on October 24, 2016. Input had been received from the Chairs of the various boards, commissions and committees.

Mr. Rodgers moved to approve Resolution #879-2016 adopting the Budget for 2017 as drafted on October 24, 2016 and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Schedule and Authorize Advertisement for Reorganization Meeting

Mrs. Csete was authorized to advertise the Reorganization Meeting and first business meeting for January, to be held Tuesday, January 3, 2017, 7:00 p.m. at the Great Valley Middle School, room 154, 255 Phoenixville Pike, Malvern PA.

Pickering Crossing Escrow Release #30

Mr. Wright stated that there were three Escrow Releases requesting approval for December. All three were approved, however the amounts were adjusted lower for reasons stated on the release letters by Advanced GeoServices.

Pickering Crossing Escrow Release #30 was lowered by $30,273.19
Spring Oak Phase 2, Escrow Release #3 was lowered by $226.00
Spring Oak Escrow Release #12 was lowered by $47,631.68

Mr. Rodgers moved to approve Escrow Release #30 in the amount of $91,674.49 for the Village at Pickering Crossing, the Escrow Release #3 in the amount of $157,458.32 for Spring Oak Phase 2, and Escrow Release #12 for Spring Oak in the amount of $187,090.70. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

The Greers are donating a property and are placing a conservation easement on it, per Mr. Kuhn. He confirmed that the Township would like to be added to the French & Pickering Creeks Trust agreement as additional easement holders.

The quarry owners are coming to the Planning Commission meeting for December per Mr. Kuhn. Mr. Wright stated they intend on filling in the quarry to create usable land. TND uses were discussed, Mr. Thompson will be researching the site and any prior agreements, etc.

Adjournment

Mr. Piliero adjourned the meeting at 8 p.m. The annual organization meeting is scheduled for Tuesday, January 3, 2017, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355, to be followed directly by the business meeting.