Charlestown Township Board of Supervisors Business Meeting Minutes of December 19, 2019

The first business meeting for December was held on December 19, 2019, at the Township Office, 4030 Whitehorse Road, Malvern, PA.

Present

Call to Order:

5:00 p.m.

Announcements

1. Charlestown, jointly with East Whiteland Township, was awarded a $540,537 grant from the DCNR for the acquisition of the 142 acre “Balderson” Tract owned by Spring Ridge Management. It borders Phoenixville Pike and Rt. 401 and is located across from the High School. The Charlestown section borders Charlestown Oaks. 57 acres are in Charlestown.
2. Charlestown obtained a $2.11 million grant for the improvement of the Valley Hill Road and Route 401 intersection to provide turning lanes and other improvements from the DVRPC. PennDOT will handle the design work and manage the project. It will take approximately 2-3 years to complete. Some property acquisition will be needed to expand the lanes, and this is the timeline most difficult to predict in the process.

Citizens Forum

No matters were brought forward.

Approvals

November 4, 2019, Business Meeting Minutes

Mr. Kuhn moved to approve the minutes for November 4, 2019, 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 November 1 -30, 2019

Mr. Kuhn moved to approve the November 2019 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 Report for the Operating Fund December 2, 2019

Mr. Kuhn moved to approve the Operating Fund Accounts Payable Report for December 2, 2019, and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Report for the Capital Fund – General Projects December 2, 2019

Mr. Kuhn moved to approve the Capital Fund - General Projects Payable Report for December 2, 2019, and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Philips moved to accept the November 2019 reports #1-14 as submitted and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Old Business

Brightside Farm Riparian Buffer Project

Mr. Pete Goodman and Ms. Carol Armstrong, Chair and Vice-Chair of the EAC, returned to discuss the additional information previously circulated on the Environmental Advisory Committee’s proposed project to improve the riparian buffer along a tributary of the Pigeon Run Creek at Brightside Farm Park. Mr. Goodman noted that they’ve now shown the delineated area of the buffer and noted that Mr. Theurkauf supported the plan in his 11/26/19 memo.

Mr. Philips asked how the EAC will get enough volunteers, and Mr. Goodman said they have a list of 27 names, with Ms. Armstrong committing to tending to the trees after they’re planted.

Supervisor complimented the EAC on all the hard work they had done to get to this point.

Mr. Philips moved to approve the Riparian Buffer Project at Brightside Farm Park by the EAC and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Township Office Lease

Mr. Piliero indicated the terms were agreed to between Mr. Tom Fillippo and the Township and recommended the lease be executed.

Mr. Philips moved to approve execution of the Township Office lease for a 3-year period from 12/1/19to 11/30/22, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

New Business

Overview of Zoning Hearing Board Application for Paul Grafinger

Mr. Michael Gill, along with Mr. Chris Daily, represented Mr. Paul Grafinger as they presented an overview for Mr. Grafinger’s Zoning Hearing Board Application. They are seeking a variance to construct improvements in areas of very steep slopes on his property at 4113 Hollow Road. The property was merged from two, there is an obsolete driveway and the second house has been demolished.

The Hearing is scheduled for January 7^th, 2020. The following points came from a discussion about the placement of a new and larger shed on the former shed location, and the location of an addition to the residence including an adjacent patio. The plan disturbs very steep slope.

1. Mr. Grafinger’s plan includes replacing a wall with a retaining wall in the flat area.
2. The left side of the slope is quite steep and the wall will be 7-8’ tall at its highest spot.
3. No cut and fill will take place but the wall makes up for lost grade.
4. The base of the wall is not in the slope.
5. On the plan, the encroachment is back filled area shown as disturbance.
6. Reps said any addition will disturb very steep slope.
7. Mr. Daily stated that they are disturbing 4% of the very steep slope area or 3000 sq. ft.
8. The variance is for encroachment of the addition into very steep slope, but not for the wall.
9. The new patio is currently in the very steep slope for stormwater reasons.

Mr. Philips suggested they return with a reconfigured plan that uses the flat land where the house was for the shed since there was no hardship. He opposed the shed placement due to the very steep slope. He was not opposed to the addition or overhang. He felt the shed could be on the other side of the former driveway and preserve sensitive areas that are keeping with the vision of the Township. Mr. Grafinger wanted to use that area as lawn.

There was further discussion about the Zoning Hearing Board and precedents. The Board was not in favor of the plan as is.

Ms. Bednar moved to have the Applicant take all steps to minimize any slope disturbance, as they are not in favor of the current plan “as is” first due to the location of the shed. Also, secondly, the Board believes the encroachment in the very steep slopes caused by the proposed addition and patio should be minimized to the maximum extent possible. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids – Cemetery Wall Repairs

The following bids were opened for the project to repair the walls at the Charlestown Cemetery.

Donald E. Reisinger, Inc. (with Minahan Construction, Inc.)	$1,093,000
Knapp Masonry, LLC	$718,904
Mar-Allen, Inc.	$602,362
Mangan Masonry Restoration, Inc.	$535,492
Mara Restoration, Inc.	$495,000

The bids were turned over to Mr. Frens for review. Preliminary estimates by Mr. Dettore were in the $190,000 range. Mr. Frens stated that the Board may want to consider other options. The Board may table the project after Mr. Frens returns with his review, or the contract will be awarded at the January 6, 2020 meeting.

Appointment to the Parks and Recreation Board for Unexpired Term ending 12/31/20

Mr. Lawrence suggested Ms. Ashlee Smith be appointed for the balance of this term.

Mr. Philips moved to appoint Ms. Ashlee Smith to the Parks and Recreation Board to complete Mary Lou Forcine’s unexpired term ending 12/31/20, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

HARB Application for Certificate of Appropriateness

Mr. Philips moved to approve the Certificate of Appropriateness prepared by the Historical & Architectural Review Board for Nancy Long and Peter Segal, 662 Church Road, for roof replacement on their home in the historic village, and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

ADP Payroll Services for 2020

Mrs. Csete said she and Mr. Piliero met with Ms. Devin Isbert from ADP to investigate payroll service options to start in January 2020. One of the options included human resources services that included maintenance of an employee handbook, receiving updates on new requirements, up to 5 background checks per year, and legal advice for HR questions. The payroll services include all payroll, tax filing, direct deposit options, employee access to their payroll data, and new hire reporting. While the basic package cost is $116 per payroll, the next package with additional features is $176.00 per payroll. The main interest of Charlestown in the higher level was the inclusion of HR features.

There would no longer be a delay in payroll distribution due to weather delays. The Township can cancel at any time. Ms. Isbert offered a special rate to the Township of $150, and the first 3 months of the service are free. Mrs. Csete said that she would set up a new account at First Resource Bank and she would need the authorization to wire funds to the account. The Township employees would also be offered direct deposit. The first check out would be dated 1/17/2020 including January 1 to 1/16/2020.

Mr. Kuhn moved to approve signing up for the ADP payroll service package for 2020 at $150.00 per payroll and to authorize Mrs. Csete to open a new account at First Resource Bank for payroll. Ms. Bednar seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Charlestown Township Sanitary Sewer Needs Analysis

Mrs. Csete noted that Mr. Wright had previously provided comments from his spreadsheet that documents the sanitary sewer flows from the south side of Charlestown Township to East Whiteland and ultimately to the VFSA Treatment Plant. The total flow value from Charlestown Township is 432,302 gallons per day (GPD). Mr. Wright had told the Board that there was enough buffer if the Township if it were to acquire a large property and need more flow. In addition, the DEP requires any Township to draft an expansion plan when it reaches 80% capacity.

Mr. Philips moved to approve sending the report to the VFSA as a final report, and Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Franchise Agreements

Mr. Philips moved to adopt Resolution #951-19 approving the 7-year agreement with the Phoenixville Area Soccer Club for the period of 11/1/19 - 10/31/2026 and Resolution #952-19 approving the 7-year agreement with the Phoenixville Marion Youth Club for the period of 11/1/19 - 10/31/2026. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Tax Levy Resolution for 2020

Mrs. Csete gave an overview of the Tax Levy Resolution. Supervisors noted the proposed real estate millage (.75 for the last 15 years), Local Services Tax, Real Estate Transfer Tax, and Earned Income Tax for 2020, will all to remain the same as in 2019.

Mr. Kuhn moved to approve Resolution #953-2019 setting the taxes for 2020, and Mrs. Bednar seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Budget Resolution to Adopt 2020 Budget

Mrs. Csete previously distributed the proposed budget materials from a meeting on October 21, 2019. Input had been received from the Chairs of the various boards, commissions, and committees.

Mr. Kuhn moved to approve Resolution #954-2019 adopting the Budget for 2020 as drafted on 10/21/19, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Schedule Conditional Use Hearing for Mr. Russell Becker

Mrs. Csete received the approval to schedule the Conditional Use Hearing for Mr. Russell Becker for January 6, 2020, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern PA He would like to build an in-law suite above a garage on his Conestoga Road property.

Schedule and Authorize Advertisement for Reorganization Meeting

Mr. Piliero moved to approve the advertising of the Reorganization Meeting and first business meeting for January, to be held Monday, January 6, 2020, 7:00 p.m. at the Great Valley Middle School, room 154, 255 Phoenixville Pike, Malvern PA. Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

There is a brief executive session after tonight’s meeting.

Mr. Kuhn is providing the new Township Office plans to the PC for review. Mr. Philips volunteered to be on a committee for this subject.

The EAC will be meeting in the Choral Room of the Middle School in 2020.

Adjournment

Mr. Piliero adjourned the meeting at 6 p.m. The next Board of Supervisors Meeting is scheduled for Monday, January 6, 2020, 7:00 p.m. at the Great Valley Middle School, Room #154, 255 N. Phoenixville Pike, Malvern, PA.