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Charlestown Township
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The first business meeting for July was held July 10, 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 there was an executive session before tonight’s meeting to discuss legal matters.
Citizens Forum
No issues were brought forward at this time.
Approvals
June 5, 2017 Business Meeting Minutes
Mr. Philips moved to approve the minutes for the June 5th, 2017 Business Meeting and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
Treasurer’s Report June 1 – 30, 2017
Mr. Kuhn moved to approve the June 2017 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 July 10, 2017
Mr. Philips moved to approve the General Fund Accounts Payable Report for July 10, 2017 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 July 10, 2017
Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for July 10, 2017 and Mr. Willig seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
Reports
Mr. Philips stated the signage has been customized for the Charlestown Mill and it looks great. Mr. Kuhn moved to accept the June 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.
Presentation
Valley Forge Military Hospital Historic Marker
Eagle Scout Candidate Tommy Brower’s father, Adam, presented the historical marker language and pictures for the Board’s approval since his son was at Camp Horseshoe this week and unavailable to attend. The marker will be placed at the flagpole area at Charlestown Park. It commemorates the Valley Forge Military Hospital that was constructed in 1942, and operated intermittently until 1973. He also gave Supervisors an overview of the landscaping around the marker.
Mr. Philips reminded Mr. Brower that the Township wished to place an article about the history of the Hospital and the marker in the next newsletter. Mrs. Csete indicated he’d already submitted an article. The Supervisors did not vote to approve the current draft of the marker. Instead, they are awaiting a sample in a different color scheme. Mr. Philips also mentioned that the Township should begin considering QR codes in future projects, linking to the Township website.
Hearings
Andersen Conditional Use Application
Mr. Thompson opened the hearing that was continued from June 5, 2017. He read an email aloud from Ms. Wendy McLean, Esquire of Lentz, Cantor & Massey, Ltd., requesting a continuance to August 7, 2017. The proceedings were taken by Ms. Kim Kerchner, Court Reporter. The Andersens requested more time for engineering. No testimony was given.
Mr. Kuhn moved to continue the hearing to August 7, 2017 at 7:00 p.m. at the Great Valley Middle School, 255 N. Phoenixville Pike, Malvern, PA, Room 154. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Old Business
Ongoing Projects – Charlestown Park
Mr. Dettore referred to two quotes from Recreation Resource USA, one for steel connection plates and hardware, plus installation in the amount of $4,500.00. The second quote was for supply and installation of playground mulch in the amount of $5,245.00.
First, Mr. Dettore stated that, to avoid future maintenance, he recommended an upgrade to the galvanized playground equipment plates, preventing rust and discoloring of the equipment.
Second, the engineered playground mulch has naturally settled, and to comply with national standards, it needs to be increased to an acceptable depth. This item begins a checklist of yearly maintenance that should be considered for the Park. However, next year, mulch probably will not be necessary.
Warranty work, discussed by Mr. Kuhn, will be done at no cost to the Township. This would include the replacement of some trees. After this, any tree replacements will be at a cost to the Township and not covered by warranty.
Rain garden repair work should also be scheduled for early fall, however this is not covered by the warranty. The failure of the garden is more likely (per Mr. Brower) due to the absence of a grass layer at the bottom of the garden. These types of gardens can be prone to problems, or not function properly, at no fault of the contractor, per Mr. Dettore. In addition, it is summer, and difficult to grow grass (due to the difficulty of watering it). At the other extreme, storms can wash away the seed. This is why Mr. Dettore recommends repair in the fall. Both Mr. Dettore and Mr. Adams felt Shearon did a good job installing the rain garden. This too, needs to be added to the yearly maintenance list for the Park.
The yearly maintenance at the Park List could include:
- Installing a new rain garden (fall)
- Periodic check of rain garden function
- Verifying correct depth of playground mulch
- Playground, or facilities inspections, etc.
Mrs. Csete reminded Supervisors that the Park Maintenance contract needs to be re-bid in March 2018. These items could be rolled into the next contract. Mr. Dettore offered to draft a scope of work for the new contract. Mr. Philips suggested it could include the maintenance items for the Mill as well.
Mr. Detorre said that he is currently focused on obtaining a Verizon Fios connection so that the Township can install automatic locks for the restrooms and cameras in the picnic area. He will review the Verizon franchise agreement. This option is superior to Comcast. The locks, Wi-Fi, and cameras, are all pending a quote once he can establish internet.
Mr. Kuhn moved to accept the two Recreation Resource USA proposals and the rain garden proposal from Shearon Environmental, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
New Business
Schedule Advertising for Bids for South Parking Lot at Charlestown Park
Mr. Kuhn stated the next vote was for repaving the old lot, adding lighting, and grass islands etc., with a cost estimate of $588,000.
Mr. Philips moved to schedule the advertisement for bids for the South Parking Lot at Charlestown Park, conditioned on the review and comments from the Planning Commission and Parks & Recreation Board. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Charlestown Day Update
Mr. Lawrence told the Board that plans for Charlestown Day was well under way. They need volunteers, and welcomed vendors and non-profits to come out on September 16th for a kid-oriented event.
Overview of Zoning Hearing Board Application – JPO Spring Oak, LP
Mr. Thompson stated that Mr. Wright’s Denial for Lot #168, of a Zoning and Erosion & Sedimentation Control Permit Application (dated May 25, 2017) was being appealed. The property is in Spring Oak Development, 437 Quigley Drive, Tax Parcel #35-04-0276.
Mr. Kuhn moved to authorize Mr. Thompson to represent the Board at the hearing. Mr. Philips seconded, Mr. Piliero called for discussion and there was none. All were in favor.
Acquisition of Great Valley Nature Center
Mr. Kuhn provided an update on the Great Valley Nature Center’s ten acre property that is in debt for approximately $250,000. The Township may be interested in purchasing the property to continue providing ongoing educational programs. These programs are a condition in the deed. This would be accomplished through a long term agreement with an outside organization, much like the leagues at the Park. At this point, Mr. Kuhn is looking to other Board members to help with the logistics of getting an agreement.
After a discussion with the Upper Main Line YMCA (UMLY), Township representatives went to the Center to assess the property and its buildings. Mr. Dettore was one of the reps and reported his findings to the Board. His broad objective was to obtain supporting information regarding the ramifications and Township costs to be considered in the (1) acquisition and (2) improvements necessary for the facilities to continue in the current mission.
Mr. Detorre distributed a report dated July 7, 2017, and referred to Suggested Budgetary Allowances. In an understanding that public buildings are held at a high standard for code and compliance, he estimated a $700,000 cost to deliver the existing scenario of programs at the Center. However, this encompassed each of the 5 buildings and site improvements. There were two other options given. Mrs. Behrle, Chairperson of the Great Valley Nature Center board, felt this estimate could be widely manipulated to the Center’s benefit.
Mr. Detorre said that there were Use and Occupancy, ADA, and other code improvements needed for not only the buildings, but for the site. Discussion followed regarding the septic system not being at a capacity for 150 occupants.
Mr. Willig discussed the relationship of Mr. Dettore’s estimate vs. what UMLY actually wanted to do on the property. Mr. Kuhn described a scenario of about 140 children using the barn and/or residence during camp for the summer months. They would want to be the only tenant, with a target date of June 2018 to begin the program. However, Mr. Kuhn said the French Creek and Pickering Trust had also mentioned an interest in using the house for offices.
Mr. Philips wanted to establish a plan before considering buying or making changes to the property. Mr. Piliero offered to assist Mr. Kuhn in the logistical difficulties of arriving at an agreement. Mr. Kuhn reminded the Board, that the Township would lose control of what happens on that property if another party would buy it.
Mrs. Behrle clarified the mission of the Center’s Board and the deed for all present. She said that UMLY was very supportive of the Center’s mission, and that it was in keeping with the long held direction for the Center. She said that it was a great opportunity, and suggested the CFO come to address the Township Supervisors. She explained further, that the CFO had already drafted a list of changes or improvements they would require to operate out of the Center. If this didn’t work out, or UMLY decided they wanted to cease operations at some point, the Center would then return to the Bartschi Foundation.
Next Steps
The Supervisor’s told the audience they always try to keep expenses low. They did not want to hire a Township staff to run the Center. Ms. Lyn Elliot, a former employee of the Center, said if the Township is going to spend a lot of money, the Center should be open year round. Many audience members felt as though it would be best to obtain a year round tenant, as did Supervisors. The Township wants this to be a community resource. Therefore, one tenant for 13 weeks is far from what is needed to draft an agreement.
Mr. Piliero agreed to the UMLY CFO coming to a meeting. Mr. Willig reminded everyone, that a target date of June 2018 means that all involved need to be expedient, or consider June 2019 as a start date.
Consider Prepayment of Bond Series 2010
Mrs. Csete circulated a spreadsheet in June, demonstrating that the Board could consider the suggestion of Mr. Wolfe, of Boenning and Scattergood, Inc., to pay off the remaining Series 2010 bonds. This would save interest costs. She said there are sufficient funds available to use for this purpose. She added that although she hadn’t updated the spreadsheet, the amount of funds available now is even more favorable.
Mr. Kuhn moved to proceed with the retiring of the remaining Series 2010 bonds and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Bids – Auchincloss Property Parcels #35-3-75 & 35-3-75.1
Mr. Thompson stated that no bids were received for the vacant 30 acre parcel or the 30 acre parcel that includes the house. The options were to relist with the same agent, or sell the properties at auction. The real estate agent said that there were several other properties in competition, and these were priced slightly high. 30-40 people were through the properties, but most were uncomfortable with the public bid process that the Township is forced to use.
This will be discussed further, along with the Jenkins property, at an executive session immediately following tonight’s meeting.
Award Contract – Charlestown Mill Lighting
Mrs. Csete stated that the following bids were opened on June 28th at 2:00 p.m. at the Township Office:
| Cook’s Services | $85,295.00 |
| F.W. Houder | $111,420.00 |
The bids were reviewed by Ms. Sarge of Streamlight Design LLC, and Mr. Dettore for a recommendation.
Mr. Philips moved to award the contract to Cook’s Services Inc. and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Schedule Advertising for Zoning Ordinance Amendments
Mr. Kuhn moved to approve hearings on August 7, 2017 at 7:00 p.m. at the Great Valley Middle School, to consider the adoption of zoning ordinance amendments. The first would amend parking regulations and another would amend the Historical Resources Map. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Schedule Conditional Use Hearing for Carl & Donna Lillmars
Mrs. Csete stated that a hearing for the Conditional Use Application for Carl and Donna Lillmars needed to be scheduled following tomorrow night’s Planning Commission Meeting. They would like to construct a single family home with on-lot sewage in a steep slope area.
Mr. Philips moved to approve a hearing scheduled for August 7, 2017 at 7:00 p.m. at the Great Valley Middle School. Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Escrow Releases
Mr. Kuhn moved to approve Spring Oak Phase II, Escrow Release #5 in the amount of $169,455.00 and Escrow Release #2 in the amount of $81,995.00 and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Other Business
Mr. Wright updated Members on the progress of Brightside Farm Trail. He said that the NPDES and PennDOT permits were not in place but he anticipated them this month. PennDOT is simply behind schedule in processing permits. Members will be notified via email when they are both received and then he will immediately advertise. He estimates a September construction date.
Mr. Wright updated Members on the Transco Pipeline. They came on site on Township Open Space #6 of Spring Oak off of Rees Road. The Spring Oak developers had a minor notification that they were coming, however the Township had none. They established a driveway and erected a 100’ x 184’ razor wire topped fence not entirely on the Transco easement. They were issued a Cease and Desist Order which Transco did honor after initially saying they would not recognize it. Due to Mr. Wright’s efforts, the company has agreed to honor Township requests. They have agreed to move the fence, add screening and pay to stage equipment plus leave no footprint. Supervisors were pleased with Mr. Wright’s negotiations.
Adjournment
Mr. Piliero adjourned the meeting at 8:30 p.m. The next meeting is scheduled for Monday, August 7, 2017, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.
Lisa K. Gardner
Recording Secretary
