Charlestown Township Board of Supervisors Business Meeting Minutes of October 2, 2017

The first business meeting for October was held October 2, 2017 at the Great Valley Middle School in the Library, 255 N. Phoenixville Pike, in Malvern, PA.

Present

Call to Order:

7:04 p.m.

Announcements

Mr. Kuhn stated that the Board of Supervisor’s thoughts and prayers were with Chairperson Frank Piliero who suddenly lost his wife last week

Mr. Kuhn also stated that thoughts and prayers were with those impacted by the Nevada shooting.

Mrs. Csete stated there was an executive session following the September 5, 2017 meeting to discuss legal matters.

The Charlestown Historical Society and the Charlestown Historical Commission are celebrating the rich heritages of Charlestown Township, Charlestown Village, and Charlestown United Methodist Church. The celebration will be at Charlestown United Methodist Church on Sunday, October 8 at 10:30 a.m. It will include a self-guided walking tour through the village, including the newly renovated Woolen Mill.

Citizens Forum

Mr. Martin of the Charlestown Historical Commission requested roadside cones for the Kutztown University ground penetrating study. Mr. Thompson will respond to this request on October 13^th.

There will be a viewing of the DVD entitled Duffy’s Cut at the Charlestown Elementary School from 7-9 p.m. on October 11^th, hosted by the Charlestown Historical Society.

Resident Mr. Phil McLeod told Supervisors that the 75^th anniversary of the Valley Forge Army Hospital is coming next year. He has key individuals interested in supporting a tribute to the blind golfers that learned on the 9 holes of the golf course. Mr. McLeod stated he would spearhead the committee and welcomed Board input. Mr. Philips suggested he present his idea to the Historical Commission and the Parks and Recreation Board. He is planning the event to coincide with the 2018 Charlestown Day.

Mr. Cizek, of the Great Valley Nature Center, asked the Board for an update regarding any plans the Township has to assist in the preservation of the center and its interests. Mr. Kuhn suggested Mr. Cizek contact Mr. Lawrence of the Parks and Recreation Board. The Upper Merion Main Line YMCA has not forwarded the financial information the Township has requested, therefore, discussions haven’t moved forward.

Approvals

September 5, 2017 Business Meeting Minutes

Mr. Kuhn moved to approve the minutes for the September 5, 2017 Business Meeting and Mr. Rodgers seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report September 1 – 30, 2017

Mr. Rodgers moved to approve the September 2017 Treasurer’s Report and Mr. Kuhn seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for October 2, 2017

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for October 2, 2017 and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report for Open Space Fund for October 2, 2017

Mr. Kuhn moved to approve the Open Space Fund Accounts Payable Report for October 2, 2017 and Mr. Philips seconded. Mr. Philips called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn questioned 3 items in the reports:

1-The dumping that is taking place on 524 Church Road and the cleanup efforts. Mrs. Csete responded that arrangements have been made to remove the trash in the road right of way, and the property owner will be responsible for tires dumped further on to his property.

2-This season, there were 129 reservations, for an estimated 7,820 people, to use the pavilions.

3-The Spotted Lantern Fly has been seen in Charlestown, which may lead to a quarantine by the PA Dept. of Agriculture. The DEP has notified the Township that it may be required to contain Township yard waste in a Township owned facility.

Mr. Kuhn moved to accept the September 2017 reports #1-13 as submitted and Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Hearing

Andersen Conditional Use Application

Mr. Thompson opened the hearing that was continued from September 5, 2017. The proceedings were taken by Mr. Mark Hagerty, Court Reporter. Mr. Thompson stated he had received an email dated September 7, 2017 from the Andersens’ counsel, Ms. Wendy McLean, Esq. withdrawing the application. Mr. Thompson closed the hearing.

Old Business

Charlestown Day Recap

Mrs. Karen Schlichter, from the Parks & Recreation Board, was present to report on Charlestown Day, held this year on September 16^th. She estimated the same turnout as last year, but has not contacted vendors to see how the numbers compare. The money will go to a scholarship fund for scouts within the Township. Last year the cost was near $6,000, this year it cost $3,200. Next year the music will be less loud or moved, and she may raise the price of vendor spots, hopes to have more volunteers, and would like to reestablish a sponsorship.

GreenWeaver Landscapes – Maintenance Proposals for 2018

Discussion continued from the September 5^th meeting so that Township consultant Mr. Theurkauf, and Supervisor Philips, could provide input on the two proposals received by GreenWeaver Landscapes LLC. Greg Nichols from GreenWeaver was also present to answer questions. The proposals, dated August 24, 2017, provide 2018 landscape maintenance services for the meadows at the Devault Gateway and the landscaping at the Woolen Mill. Each proposal shows a rate of $85.00 per hour not to exceed 5 hours. This represents one visit to each site per month from April through November at a maximum cost of $3,400.00 per property for the year.

Mr. Theurkauf restated the importance of maintenance and patience when trying to establish a meadow at the basins. The timing to spray three applications of herbicide, to rid the area of evasive plant species, is of primary importance, to ensure the success. This success is hoped for by year three or four. Currently, after a few months, there is no progress to be seen. Mr. Nichols outlined the yearly program proposed to assure health and generation of a meadow at the basins. He told Supervisors a meadow took patience, maintenance, and investment. He’s being challenged by the problem of seeds being brought in from the traffic.

However, Mr. Philips was opposed to any meadow, due to the time and money needed to establish it. He suggested grass to be mown and shrubs to be planted. Mr. Kuhn highlighted that the basins are a greenway and gateway into the Township. Mr. Theurkauf reminded Supervisors that weekly mowing is also costly, especially on the slopes like those surrounding the basins. But he does not deny that the meadows are labor intensive especially in the beginning. He does not think the Township will save any money mowing vs. the $3,400 meadow proposal.

Mr. Nichols and Mr. Theurkauf continued by giving names of the invasives there and the chemicals being used to try and eradicate them. PennDOT initially put in meadow vegetation. Some of the seeding is starting to come up, but most of the growth is underground where the plantings are forming straws for infiltration of the beds.

Mrs. Csete is to obtain a cost estimate for mowing the basins as an alternative. Mr. Philips also wants an estimate that includes plantings, and the watering of them, to compare with the meadow or mowing estimates.

Mr. Kuhn moved to accept the $3,400 landscaping proposal from GreenWeaver Landscapes LLC dated 8/24/17 for the Woolen Mill, and Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

New Business

Bodine Road Landlocked Property Proposal

Mr. Jerome Irving was present to discuss with the Board a property he owns that is landlocked from Bodine Road. The 14.3 acres has a PECO easement on it and a cell phone tower. His lawyer, Ms. Wendy McLean Esq., is progressing through the legal channels to rectify tax and easement matters, thus making it available as potential Township open space. The Board briefly discussed Mr. Irving’s suggestion of obtaining an appraisal and then negotiating. They suggested he also contact Mr. Lawrence of the Parks and Recreation Board, to see if it is actually something that Charlestown Township would desire.

Award Contract – Charlestown Mill Interpretive Signs

Mr. Dettore explained that F.W. Houder is acting as general contractor on this project and sought proposals via private bid. There were 5 bids solicited, and two bidders, Universal Services Associates Inc. and iSIGN responded. iSIGN was the lowest bidder and had the best estimated finish date.

Mr. Dettore stated that the signage package bid was $46,000 plus there were also allowances of $22,145 for miscellaneous adjustments. The total amount of the change order was $68,145 and the estimated finish was 84 days from the agreement.

Mr. Kuhn moved to award the contract for the interpretive signs at the Charlestown Mill to iSIGN and Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Other Project Updates

Mr. Dettore stated that the preconstruction meeting for the South Parking Lot has taken place and the project could be done by the end of the year, weather permitting.

Mr. Dettore stated that the preconstruction meeting for the Brightside Farm Trail has taken place and it may be done near Thanksgiving. Mrs. Csete said the office is receiving phone calls from excited residents regarding the paved trail.

The third Park punch list has basically been ignored by the surety. Mr. Thompson stated it will be discussed in tonight’s execution session. The Township is holding $106,000 of the funds slated for the finish of the project. The Park work, penalties, and attorney fees, due the Township, are estimated at $172,000.

Mr. Dettore reported that the Pickering Bridge is scheduled to receive curbside vacuuming and signage this fall. Also, the fire department will be spraying the bridge to clean it.

The farmhouse at Brightside Farm, mainly the bathroom, is Mr. Dettore’s project too. However, Mr. Dettore wishes to discuss other conditions there to do in combination with this project and so hasn’t moved forward.

2017 Budget Matters

Schedule Budget Work Session

Mrs. Csete asked the Board to schedule the budget work session for review of the draft 2018 budget, which is usually held in late October. She will survey the Board Members regarding their availability. The 23^rd or 24^th are two dates being suggested. The budget meeting will be at the Township Office, 4030 Whitehorse Road, Devault, PA.

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

Mrs. Csete said she had circulated the updated long term plan to the Board several weeks ago and asked them to provide input on any recommended projects for 2018 that should be included in the budget. Tonight Mr. Kuhn suggested the Pickering Bridge Project be added.

First Resource Bank CDARS Program

Mrs. Csete stated a CDARS account (ID#1019516985) matures on October 7th for $2,776,187 plus accrued interest. Some of these funds are needed to replenish the PLGIT Open Space Account now that the Series 2010 bond was paid off in its entirely in September. She proposes redeeming the funds and returning the balance to the Open Space Fund with the exception of $1,500,000 that remains available to invest in a new CDARS account for 12 months.

Mr. Philips moved to authorize Mrs. Csete to redeem CDARS account #1019516985 and to reinvest a portion of the proceeds, $1,500,000 in a new CDARS account for a period of 12 months. The remaining funds will be returned to the Open Space Account at PLGIT. Mr. Rodgers seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Amendment #1 to Property Tax Collection Services Agreement

Mrs. Csete stated that the County is requesting approval of Amendment #1 to the Property Tax Collection Services Agreement they have with Charlestown for collection of the Township real estate tax. The amendment will increase the rate for tax collection from $1.65 to $1.75 per invoice, which is a 6% increase that translates into approximately $200.00 for the year. 2018 will be the 5^th year the County performs this service, and this is the first increase. Because the County has reduced the number of delinquent taxes to its lowest level historically, and due to the excellent services they have provided, Mrs. Csete recommends executing the amendment.

Mr. Rodgers moved to authorize Mrs. Csete to execute Amendment #1 of the Property Tax Collection Services Agreement with Chester County, and Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Authorize Advertising of Speed Limit Ordinance for Spring Mill Drive

Mrs. Csete stated that a request was received by East Whiteland Township to reduce the speed limit on Spring Mill Drive to 25 mph. It would then match the limit on Lee Boulevard, known for speeding motorists.

Mr. Rodgers moved to authorize advertising of a hearing to consider adoption of an ordinance reducing the speed limit on Spring Mill Drive to 25 mph for November 6, 2017 at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA at 7:00 p.m. Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Authorize Advertising Ordinance to Update Historical Resources Map to correct Volpi and Altemose designations

Mr. Philips said there were two corrections needed to the Historical Resources map to update designations for the Volpi property and Altemose property.

Mr. Kuhn moved to authorize advertising of a hearing to consider adoption of an ordinance to make the two amendments to the Historic Resources Map for November 6, 2017 at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA at 7:00 p.m. Mr. Philips seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Escrow Release #3 Cedar Run

Mr. Wright recommended the release of the escrow, less $1,200 for some ground work.

Mr. Philips moved to approve the Cedar Run Escrow Release #3 in the amount of $331,490.09. Mr. Kuhn seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Other Business

Mr. Kuhn wants to add the ability for the Township to be able to enforce violations found in Open Space inspections by Mr. Theurkauf. Mr. Wright will now be copied on all reports, which will alert him to violations.

A Pickering Road resident sent in a request stating she wants J. Loew & Associates to stop referencing their retail development as “Charlestown Village” on any signage or informational material. The Board asked Mrs. Csete to send a letter to the developer.

Speed Tables will be researched by the Roadmaster for Academic Way. Melchiorre Construction Co. could add them as a change order to their current contract for the South Parking Lot at Charlestown Park.

Mr. Kuhn said a resident suggested a few changes at the Park, including continuing the fence from the basketball court, so that children could not run on to Academic Way.

At this time, the Board recessed into Executive Session to discuss a legal matter and reconvened at 8:34 p.m.

Mr. Rodgers made a motion to take all necessary action including the filing of a lawsuit with the Chester County Court of Common Pleas to enforce the Township’s rights under the Charlestown Park Construction Contract and Takeover Agreement dated August 29, 2016 against the United States Surety Company. Mr. Kuhn seconded. Mr. Philips called for discussion, and there being none, called the vote. All were in favor.

Adjournment

Mr. Philips adjourned the meeting at 8:25 p.m. The next business meeting is scheduled for Monday, November 6, 2017, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.