Charlestown Township Board of Supervisors Business Meeting Minutes of March 6, 2017

The first business meeting for March was held March 6, 2017 at the Great Valley Middle School in the Choral Room, #154, 255 N. Phoenixville Pike, in Malvern, PA.

Present

Call to Order:

7:00 p.m.

Announcements

Mr. Kuhn announced that the former Township Engineer, Mr. Surender Kohli, passed away February 27^th. He served the Township for over 40 years and was greatly admired by all.

Citizens Forum

No issues were brought forward.

Approvals

February 6, 2017 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes for the February 6, 2017 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 February 1 – 28, 2017

Mr. Philips moved to approve the February 2017 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 March 6, 2017

Mr. Philips moved to approve the General Fund Accounts Payable Report for March 6, 2017 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 March 6, 2017

Mr. Rodgers moved to approve the Open Space Fund Accounts Payable Report for March 6, 2017 and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn moved to accept the February 2017 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

Project Updates

Mr. Thompson stated that the contract for the Charlestown Park Improvements was nearing its conclusion. However, exactly how the Township wants to close it out will be discussed at an executive session after tonight’s meeting.

Mr. Dettore updated Supervisors regarding the open issues. Since the contract is not 100% complete, Mr. Dettore issued a punch list of items needing adjustments or correction, dated December 3^rd 2016. Although it is somewhat unusual to included corrective actions in a punch list, the balance of the contract ($106,000) provides leverage for the main two issues to be rectified with the surety. Issue #1 involves correcting the monument assembly, and Issue #2 requires a partial re- installation of the restroom doors. Both issues are only a fraction in value of the remaining $106,000 balance.

Mr. Kuhn asked about warranties, which are continuing through the fall. Mr. Dettore reminded the Board that it is unlawful to hold retainage for warranty issues.

Charlestown Mill Historical Interpretative Signage

Approval of final graphics and bid schedule

Mr. Philips reported on the progress of the historical signage project at the Charlestown Mill. A copy of the graphics package was previously circulated to the Board Members for review.

At the February meeting, Board Members requested a modification to the script to give credit to a former member of the Board, Paul Hogan, who served at the time of the Mill’s restoration. Mr. Philips suggested adding Forcine Concrete and Mr. Theurkauf to the list. After a discussion regarding other minor changes, Supervisors decided on an easily amendable page be added to the flip book to be located in the entry way of the Mill instead of a plaque.

Interpretive Solutions Additional Design Services Proposal dated January 24, 2017

Mr. Rodgers moved to accept the January 24, 2017 addendum, including bid documents/proposal preparation, to Interpretive Solutions’ design services contract and Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

New Business

Change Order #1 for Valley Forge Sewer Authority Expansion Improvement Project

Mr. Rodgers gave an update on a proposed change order to the VFSA Expansion Improvement Project, which would include engineering by Buchart-Horn for the influent screening device to be installed at the treatment plant’s head works structure. The change order exceeds the specified $30,000 limit, at a total of $116,842. Mr. Rodgers said it was recommended especially when considering future capacity.

Mr. Kuhn moved to direct the manager to provide email concurrence by Charlestown Township to the Valley Forge Sewer Authority for Change Order #1 to the VFSA Expansion Improvement Project contract and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids for Road Equipment & Labor for April 1, 2017-Mar 31, 2018

Only one bid was received by the Township Office and opened tonight, for the Road Labor and Equipment contract for the period of April 1, 2017 - March 31, 2018. Melchiorre Construction’s bid was $486,060. The bid was turned over to Mr. Wright to review against last year’s bid. There will be a recommendation for bid award at the April 3, 2017 meeting.

Preliminary Discussion on 2017 Road Improvement Projects

The Supervisors discussed Mr. Wright’s document entitled Charlestown Township 2017 Road Improvement Project.

Below is a prioritized list for the 2017 suggestions for repaving. Mr. Wright will return with design calculations. The Board will vote on going out to bid in April. Mr. Willig requested the next document to list roads yet to be done. Next month the budget may require an adjustment due to the cost estimate per Mrs. Csete.

Yellow Springs Road
Devault Lane
Peaks Pike
Benburb Road
Spring Mill Road
Bodine Road

Authorize Advertisement of Hearing to Consider Adoption of Alternative Energy Ordinance

The Solicitor suggested advertising the public hearing to consider adoption of the Alternative Energy Ordinance for May 1, 2017 at 7:00 p.m. at the Great Valley Middle School, Room 154.

Mr. Philips moved to approve the advertising of the public hearing to consider the adoption of the Alternative Energy Ordinance for May 1, 2017 at 7:00 p.m. at the Great Valley Middle School, Room 154. Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Escrow Releases – Spring Oak

Mr. Wright gave his recommendation for approval of the Spring Oak Phase I and Phase II escrow releases.

Mr. Philips moved to approve Escrow Release #13, in the amount of $45,200.00 for Spring Oak Phase I and escrow release #4 in the amount of $23,593.40 for Phase II and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

The Charlestown Playhouse

The Charlestown Playhouse no longer needs the Letter of Credit which was established in June of 2014 for their parking lot project. The bank has advised the Playhouse to notify the Township, so that the Township can return the original Letter of Credit to Phoenixville Federal (indicating that there is no longer a need for it). Then, the funds will be released back to the Playhouse.

Mr. Philips moved to approve the Manager to return the Letter of Credit to Phoenixville Federal, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Brightside Farm Park Trail

Mr. Wright described a long process of data base searches and permits underway. But, by April or May, there will be a bid opening for the Brightside Farm Park Trail. Bids will be received by invitation or with PennBid, once the permits are in order.

Mr. Kuhn moved to authorize advertisement for the Brightside Farm Park Trail project subject to Mr. Wright receiving the necessary permits. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

There will be an executive session following tonight’s meeting.

Adjournment

Mr. Piliero adjourned the meeting at 7:45 p.m. The next meeting is scheduled for Monday, April 3, 2017, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.