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Charlestown Township
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The first business meeting for November was held November 6, 2017 at the Great Valley Middle School in the Library, 255 N. Phoenixville Pike, in Malvern, PA.
Present
Call to Order:
7:01 p.m.Announcements
Mr. Philips stated the Brightside Farm Trail that is currently under construction is getting good usage.
Mrs. Csete announced that the Township Office will be closed on November 10th for Veterans Day.
Citizens Forum
No matters were brought forward.
Approvals
October 2, 2017 Business Meeting Minutes
Mr. Rodgers moved to approve the minutes for the October 2, 2017 Business Meeting and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
October 24, 2017 Budget Work Session and Business Meeting Minutes
Mr. Philips moved to approve the minutes for the October 24, 2017 Budget Work Session and 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 October 1 – 31, 2017
Mr. Rodgers moved to approve the October 2017 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 6, 2017
Mr. Philips moved to approve the General Fund Accounts Payable Report for November 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 November 6, 2017
Mr. Philips moved to approve the Open Space Fund Accounts Payable Report for November 6, 2017 and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
Reports
Mr. Kuhn moved to accept the October 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.
Mr. Philips inquired about the status of the Devault Village at Spring Oak Design Manual, since it was no longer on tonight’s agenda. Mr. Thompson said the Design Manual is under review, the builder will be submitting their plans/models.
Hearings
Cellular Communications Ordinance
Mr. Thompson provided a brief overview regarding the background and need for the amendment. The Supervisors were mainly concerned about placement of the poles, and a short discussion followed. Then the proceedings were taken by Ms. Nancy Sciarretta, Court Reporter. Mr. Thompson entered the following into the record:
| T-1 | Zoning Ordinance Draft |
| T-2 | Public Notice |
| T-3 | Review letter from Chester County Planning Commission dated 10/23/17 |
| T-4 | Charlestown Township Planning Commission Review Letter |
| T-5 | Proof of Publication |
Mr. Kuhn moved to adopt Ordinance #207-17 amending the Township Zoning Ordinance, Chapter 27 to add certain definitions and requirements relating to wireless communication facilities. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
The next step will be for the Township to set up a fee schedule via resolution.
Ordinance to Set Speed Limit at 25 mph for Spring Mill Drive
Mr. Thompson explained the amendment for the Charlestown Code of Ordinances, Chapter 15 to change the speed limit on Spring Mill Drive to 25 mph from the current 30 mph. Mr. Thompson added Public Notice as T1.
Mr. Rodgers moved to adopt Ordinance #208-2017 to post 25 mph speed limit signs for Spring Mill Drive, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Old Business
GreenWeaver Landscapes, LLC Maintenance Proposal for 2018
This item was removed from the agenda.
Change Orders for Lechmanik, Inc. and iSign
Mr. Dettore explained that the Lechmanik Change Order was necessitated by the need to remove and replace unsuitable materials along approximately 200 linear feet of the new Brightside Farm Trail. The Trail is 80% complete, with work progressing quickly. However, the construction zone is being compromised by people using the park. Also, the parking lot is approximately 40% finished.
Mr. Dettore said he requested a quote from iSign for an entry sign stating “Rules and Regulations”, and two signs indicating “Motorized Vehicles Prohibited”. iSign provided a quote for $1,727.30 for the three signs. They are the same design as in other Township parks, and are basically following the same rules as in Charlestown Park.
The entire project should be done by December, with the contractor returning in the spring to spread seed. Lastly, there is an excess of topsoil from the construction and it may be spread in the fields at Brightside Farm. Mrs. Staas suggested the farmer be notified. Mr. Wright added that if the soil is spread, all interested parties will be advised. His further discussion focused on grass being on both sides of the trail. The location of seven park benches and miscellaneous items has been determined.
Mr. Philips moved to approve Change Order #1 to the contract with Lechmanik, Inc. for installation of the Brightside Farm Trail, and to accept the 11/2/17 quote from iSign for the three signs in the amount of $1,727.30. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Charlestown Mill
Mr. Detorre said the signage and graphic package, plus electrical work, should be completed by March, if the weather complies.
New Business
Devault Village at Spring Oak – Review of Proposed Final Plan Conditions
This item was removed from the agenda.
Thompson Final Plan – Discussion & Update
This item was removed from the agenda.
Crown Castle Right of Way Use Agreement for Spring Mill Drive
Mr. Thompson stated that Crown Castle wishes to install fiber based telecommunications networks on existing utility poles or new poles in the public right-of-way. Mr. Thompson also discussed terms and fees for this type of presence in the Township.
Mr. Kuhn moved to execute the Right-of-Way Use Agreement with Crown Castle NG East LLC, subject to Crown Castle’s agreement to extend the term to five years, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Proposal for Township Building Study
Mr. Kuhn referred to the new township building study proposal that would be submitted by architectural firm Kimmel Bogrette. They would undertake an investigation into the facility needs for the Township. The proposal is in the amount of $7,000. The main goal will to be to identify needs and then apply location(s) for a “fit”.
Mr. Detorre further explained the process:
- Identify the needs of the Township through a lengthy point by point analysis.
(Such as meeting rooms, sports equipment storage, a polling place, Township offices and equipment) - Look at the programs within the Township, examples being the two sports clubs.
- Prioritize the Townships future plans and visions.
- Estimate a budget for long term planning.
For $3000 more per site, locations other than Charlestown Park, but within the Township can be considered as alternatives or supplements to an office building. Tonight Supervisors also suggested the Volpi and Auchincloss properties as examples.
Mr. Philips moved to accept the proposal from Kimmel Bogrette dated 10/16/17, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Appointments – Valley Forge Sewer Authority Boards
Mr. Rodgers stated that there are two vacancies relating to the Valley Forge Sewer Authority. He recommended Mr. Robert Kline, term ending 12/31/2018 and Mr. David Greer, term ending 12/31/2019.
Mr. Philips moved to appoint Robert Kline to the 9-member VFSA Board effective immediately to complete the term ending 12/31/2018 and to appoint David Greer to the 6-member VFSA Board effective 1/1/2018 to complete the term ending 12/31/2019. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Records Retention Program
Mrs. Csete referenced a memo she sent to the Board on October 24, 2017 that outlined the need to begin following the state records retention program. After reviewing the types of files in storage she determined that the overwhelming majority of requests for documents from residents is for permit and subdivision related info. About 2/3 of the boxes in storage have never been accessed. She recommends that the Board adopt a resolution stating that the Township intends to follow the official schedules and procedures for disposition of records. However for Charlestown Township, the building permits would be retained longer than the state schedule indicates, since these are the records of the most interest to the residents and businesses. Supervisors further discussed scanning, disposal, and retention methods.
Mr. Philips moved to adopt Resolution #893-2017 declaring the intent to follow the schedules and procedures for disposition of records as set forth in the Municipal Records Manual approved 12/16/2008. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Website Design & Maintenance Agreement 11/1/2017-10/31/2018
Mrs. Csete said she provided additional language for the agreement relating to back-up procedures that was reviewed by Mr. Thompson.
Mr. Piliero moved to approve the Website Design and Maintenance Agreement with Allen P. Underkofler for the period of 11/1/2017 to 10/31/2018 with no rate increases proposed, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.
Resolution Re-Adopting the Emergency Operations Plan
Mrs. Csete stated that Mr. Hubbard had reviewed the existing Plan and determined that the Plan remains current and needs no amendments.
Mr. Piliero moved to adopt Resolution #894-17 re-adopting the Emergency Operations Plan of Charlestown Township and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.
Authorize Advertising for Ordinance to Amend Historic Resources Map
Mr. Thompson stated that Mr. Comitta made two minor changes to the Map for the Volpi and Spring Oak development.
Mr. Piliero moved to authorize advertising a hearing to amend the Historic Resources Map for December 4, 2017 at 7:00 p.m. at the Great Valley Middle School Library, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.
Authorize Advertising for Adoption of 2018 Budget for December 4, 2017
Mr. Piliero moved to authorize the Township Manager to advertise the proposed 2018 Budget for consideration of adoption at the December 4, 2017 Board of Supervisors Meeting, 7:00 P.M., in the Library of the Great Valley Middle School, 255 North Phoenixville Pike, Malvern, PA. Mr. Kuhn 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 2017 Accounts
Mr. Piliero 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 2017 audit. Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.
Escrow Release #4 Cedar Run
Mr. Philips moved to approve the Cedar Run Escrow Release #4 in the amount of $212,346.03 and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Escrow Release #4 Spring Oak Phase III
Mr. Philips moved to approve the Spring Oak Phase 3 Escrow Release #4 in the amount of $506,159.37 and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.
Other Business
Mr. Rodgers stated there is a meeting of the Joint Board for the Valley Forge Sewer Authority on this Thursday.
Adjournment
Mr. Piliero adjourned the meeting at 8:10 p.m. The next business meeting is scheduled for Monday, December 4, 2017, 7:00 p.m. at the Great Valley Middle School Library, 255 N. Phoenixville Pike, in Malvern, PA 19355.
Lisa K. Gardner
Recording Secretary