CHARLESTOWN TOWNSHIP BOARD OF SUPERVISORS MINUTES Charlestown Township Municipal Building 11 General Warren Blvd., Suite 1, Malvern, PA Monday, May 1, 2023

Present

Call to Order:

7:00 p.m.

Announcements

Thank you to everyone who turned out for Earth Day and thank you to the Charlestown Township EAC for taking a lead role this year.

If you want an advanced copy of the Newsletter, they are available tonight.

Citizens Forum

No one came to the podium.

Approvals

Mr. Kuhn asked for clarification regarding the Jenkins property tax. Taxes must be paid until it is officially a park.

Mr. Kuhn moved to approve the reports listed below and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

1. Minutes for the April 3, 2023, Business Meeting
2. April 2023 Treasurer’s Report
3. Accounts Payable Report - All Funds for May 1, 2023

Reports

Mr. Kuhn asked for clarification regarding the increase in expenses for the traffic control devices and Mrs. Csete replied there were more repairs this year.

Mr. Philips moved to accept the April 2023 reports #1-16 as submitted and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Old Business –

none

New Business

Zoning Hearing Board Overview

Mr. Andrew Burrows from Heartwood Builders Inc. was not in attendance tonight. Therefore, Mr. Wright presented the overview of the Pixley Zoning Hearing Board Application for the Members. The project requires a variance from ordinance sections 27-1701 and 27-1702 for owners, Milt and Leslie Brubaker Pixley, at 3048 Sidley Hill Road. They propose building a 10 x 18 ft. deck, with a 10 x 10 ft. screened-in porch on that deck. There will also be a 358 sq. ft. paver patio that will encroach upon the rear yard setback. The land is at Blackberry Lane and Sidley Hill Road and backs up to the Turnpike. Mr. Wright stated that the owners will focus on these restrictions at the hearing, plus the fact that no one else is adversely impacted.

Mr. Kuhn moved to take a neutral position toward the application, and Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Award Annual Road Maintenance Contract

Mr. Wright reviewed the Equipment & Labor Bid received on April 3^rd. He recommended the contract be awarded to the low bidder, Cedar Springs Construction Co. Inc. It reflected a ~4.1% increase of $9,500.00.

Mr. Philips moved to award the Road Equipment & Labor contract for the period of 5/1/23 - 4/30/24 to Cedar Springs Construction Co. Inc. and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Open Bids for the 2023 Road Paving Project

The following bids, without materials, were opened for the 2023 Road Improvement Project:

Charlestown Paving.	$ 182,042.10
Cedar Springs Construction Co.	$ 353,593.00
Innovative Construction Services Inc.	$ 169,031.95
Long’s Asphalt	$ 150,767.00

Mr. Wright will review the bids and provide a recommendation for the contract award scheduled for the June 5, 2023 Board of Supervisors Meeting. Roads to be improved are Three Ponds Lane and Pickering Spur.

Change Orders #15, 16 & 17 for Office Fit-Out Project

Mr. Heleniak explained the three change order requests submitted by Builders Inc. for the office fit-out project. Mr. Dettore has reviewed all change orders.

Change Order #15 rev. 2 - $39,095.00

1. Furnish & install 2 outdoor benches
2. Re-lamination of additional window sill
3. Changes to scope for security, data drops, and cable scope
4. Lighting controls to be added
5. HVAC controls

Change Order #16 rev. 1 - $6,059.39

1. Electrical changes per Township Building Inspector and changes to external lights
2. Low voltage wiring to lights and switches
3. Swap lobby alcove lights to new spec after install
4. Re-wire meeting room lights for more control and add dimmer switch

Change Order #17 - $3,821.18

1. Remove existing rear egress panic bar and furnish and install one electrified panic bar.

Mr. Kuhn moved to authorize Tin Cup to approve change orders #15-17 for the office fit-out at 11 General Warren Blvd., and Ms. Bednar seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Recreation Resource USA Quote for Memorial Bench

Mr. Kuhn indicated a quote has been requested from Recreation Resource USA for a bench at Charlestown Park. The resident who requested the bench and offered to pay for installation and a memorial plaque has instead opted to refurbish an existing bench they had installed some years ago for another relative. They will pay for a new plaque to be inscribed with both names and affixed to the bench.

Schedule Joint Planning Session with Planning Commission

Mr. Heleniak stated that the Planning Commission requested the scheduling of a joint planning session with the Supervisors to review proposed ordinance amendments and general planning strategy. Dates will be proposed and the meeting will be advertised once it can be scheduled. One item on the agenda is agritainment.

Resolution to Approve Proposed Budget Amendments

Mrs. Csete provided details on the spreadsheet proposing amendments to the 2023 Budget. Adjustments were made to the carryover figures for the General Fund and two Capital Funds to reflect the actual year-end balance from 2022.

Numerous line items in the General Fund were adjusted due to the following:

Revenue

• Most importantly, a decrease in revenue from the Real Estate Transfer Taxes
• Higher interest rates and an increase in permit fees offset this to some extent.

Expenditures

• Consultant costs were lower than anticipated.
• Utility charges for the new office meant an adjustment to match actual first-year costs, which were lower than expected.
• Additional funds are needed for signal service, road maintenance, culverts, and inlet repairs.
• Additional funds are needed for Parks, Trails, and Open Space Maintenance- mainly due to the need to remove dead/diseased trees that pose a safety hazard.

The General Capital Fund required additional funds for the completion of the office fit-out project and the 2023 road improvements now that the cost estimate is available. The Open Space Capital Fund showed an increase in interest income over what was originally budgeted. A proposed transfer from this fund to the General Capital Fund is proposed in the amount of $500,000. This will cover the additional expenditures proposed in that fund.

Mr. Kuhn moved to adopt Resolution #1009-22 amending the 2022 Budget as proposed, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Resolution to Dispose of Records #14

Mr. Philips moved to adopt Resolution #1033-2023, to follow its record retention policy with the disposition of 2015 financial records. Mr. Willig seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Other Business

Mr. Philips would like Charlestown Landscaping to re-quote the clean-up of the township-owned portion of the Volpi property along Phoenixville Pike.

Mr. Kuhn would like to discuss donating money towards replacing trees at the East Whiteland Volunteer Fire Association. Mr. Kuhn moved to amend tonight’s agenda to add the two action items below that have risen after the publishing of the May Agenda.

1. Contribution to the East Whiteland Volunteer Fire Association for Tree Replacement
2. Township Engineer to Review Needed Stormwater System Repairs in Charlestown Oaks

Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Mr. Kuhn moved to donate $2,000 to the East Whiteland Volunteer Fire Association for tree replacement at the Fire House and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Mr. Willing moved to authorize Mr. Wright to perform a peer review of the necessary repairs to Charlestown Oaks’ underground stormwater facilities, not to exceed 4 hours total. Mr. Philips seconded. Mr. Piliero called for discussion, and there being none called the vote. All were in favor.

Mr. Frank Boyer asked what the objective was for the Joint Planning Commission and Supervisor’s Meeting. Mr. Piliero said about every two years, the two groups meet to be sure they understand each other’s visions and goals.

Adjournment

There being no other business, Mr. Piliero adjourned the meeting at 7:30 p.m. The next Business Meeting is scheduled for Monday, June 5, 2023, at 7 p.m., at 11 General Warren Blvd., Suite 1, Malvern, PA.