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CHARLESTOWN TOWNSHIP |
Present
Call to Order:
7:00 p.m.Announcements –
NoneCitizens Forum
Mr. Pete Goodman asked about future meadow management now that the contract with RES is ending this June-July. He wants to ensure the mowing plan is memorialized for whatever entity takes over for them. Mr. Heleniak said RES is still completing its last ecological restoration phase, and they plan to submit a proposal for future maintenance. They have been handling the mowing thus far.
Mr. Andy Motel asked if there was a map of the 1/3 - 1/3 - 1/3 mowing plan on file, and Mr. Heleniak said there’s just the description of the plan in the current proposal. The Supervisors accepted Mr. Goodman’s suggestion that a map and mowing schedule be included with the upcoming proposal.
Mr. Dan Walker said there’s been another successful kestrel box this year, and the Audubon Society plans to band them on June 5th at 4 pm. This banding is open to the public for viewing, and the Hawk Mountain Conservancy is bringing a barn owl for display during the event.
Approvals
Ms. Carlson moved to approve the minutes for the April 7, 2025 Business Meeting and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Rubinfield moved to approve the April 2025 Treasurer’s Report and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Philips moved to approve the May 5, 2025 Accounts Payable Report, and Ms. Carlson seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Reports
Mr. Willig moved to accept the April reports #1-16 as submitted, and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Old Business - none
New Business
Jay and April Robinson Conditional Use Decision
Mr. Thompson said a conditional use hearing was held on April 7, 2025 and a written decision has now been prepared to allow construction of an accessory structure exceeding 50% of the ground floor of the principal structure. The structure will be used to house a pinball machine collection and occasionally to foster dogs. He reviewed the proposed conditions of approval, with numbers 1 through 3 being standard language. The other conditions were as follows:
| #4 - | The use of the first floor is to be limited to two foster dogs. |
| #5 - | A fence and vegetative buffering is to be maintained between the new structure and the abutting property to the east. |
| #6 - | The applicants are to maintain the existing location of the driveway with no expansion. |
| #7 - | The applicants will comply with all stormwater management regulations for the construction of the barn. |
Mr. Jay Robinson asked why there could be no expansion of the driveway, which comes off the existing flag lot shared driveway. He said that since condition #1 requires them to comply with the zoning ordinance and stormwater ordinance respectively, he asked why there needs to be further restriction.
The Board members expressed concerns that additional driveway would be close to the property line, and after further discussion, determined that the driveway could be expanded if the required 20 foot setback was met and the vegetative buffer was not disturbed. They agreed to eliminate condition #6.
Mr. Willig moved to approve the Robinson Conditional Use Decision and Order as prepared by the solicitor with the elimination of condition #6, and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Award Bid for the Phoenixville Pike/Yellow Springs Road/Sidley Road Intersection Improvement Project
Mr. Heleniak reported that the following bids were received for the intersection improvement:
| G & B Construction | $762,495.46 |
| Heidelberg Materials Northeast LLC | $899,999.80 |
| JVI Group Inc. | $898,850.00 |
| Ply-Mar Construction Co., Inc. | $735,852.25 |
He said there were problems with all four bids, but the issues with the lowest bid by Ply-Mar Construction were determined to be correctable if they are remedied as conditions of the contract. These items included adding two dates to the bid form and providing the Lobbying Form and Public Works Compliance Form. Traffic Planning & Design recommended them for the contract, and they are prequalified with PennDOT.
Mr. Heleniak said that a grant for $699,000+ had been awarded jointly to East Whiteland Township and Charlestown Township for the improvements, which include widening, left turning lanes, and PennDOT required ADA ramps. Each Township had agreed to share the overage, originally estimated at $150,000 each. Since the lowest bid came in under what was projected, this amount will be less.
Ms. Carlson asked when the work would be performed, and Mr. Heleniak said it would begin after school ends and hopefully be substantially finished before the start of school.
Mr. Philips moved to award the contract to Ply-Mar Construction Co., Inc., waiving strict compliance with the 2 bid submission requirements but making the omissions conditions of the contract. Ms. Carlson seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Intermunicipal Cost-Sharing Agreement – Phoenixville Pike/Yellow Springs/Sidley Roads
Mr. Heleniak referred to a proposed cost-sharing agreement with East Whiteland Township for the traffic signal at Phoenixville Pike and Yellow Springs/Sidley Roads once the improvements are completed. Although the entire intersection is in East Whiteland Township, the signal was originally permitted by PennDOT in both Townships’ names since the development of Charlestown Oaks necessitated the initial construction of the signal.
Since that time, Charlestown Township has included the intersection in its signal maintenance contracts which include annual inspection, while East Whiteland Township has been performing maintenance, including repairing the signal after an accident last year and following up with the insurance claim. East Whiteland Township now proposes to take over the maintenance and share the costs 50/50 with Charlestown Township via invoicing.
Mr. Kuhn said in discussions four years earlier with the previous East Whiteland manager, they expressed interest in taking over the signal entirely. After further discussion, the supervisors determined that the signal should be permitted solely by East Whiteland Township with no sharing of costs. Mr. Heleniak will convey this to their manager.
Proposal for Supplemental Services from Traffic Planning & Design for Signal Improvements at Phoenixville Pike and Yellow Springs/Sidley Roads
Mr. Heleniak said that the change in scope for the intersection has resulted in additional tasks related to crosswalks and revisions to various design elements for the Township’s traffic consultant, Traffic Planning & Design (TPD). They proposed a supplemental services agreement in the amount of $39,500. The improvements are required by PennDOT to comply with the grant conditions.
Mr. Philips moved to approve the proposed Supplemental Services agreement with TPD, and Mr. Kuhn seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Valley Forge Sewer Authority – Proposed Amendment to Act 537 Plan
Mr. Wright provided background on the proposed amendment to the Valley Forge Sewer Authority Act 537 Plan for discussion by the Board. He displayed a township map showing the areas serviced by public sewer, primarily along Phoenixville Pike, the northern corner near Phoenixville, the three PRD zoning districts, and the TND districts. Charlestown’s sewage is conveyed to the VFSA treatment plant on Pawlings Road.
Due to the increased sewage capacity needs for East Pikeland and Schuylkill Townships, the DEP requires an update to the Act 537 Plan, which required all 6 member municipalities to provide updated projected sewage flow numbers. Mr. Wright’s calculations for Charlestown resulted in no need to change its projected needs. The VFSA’s draft Act 537 Plan has been available to the Planning Commission and Board for review and comments. No comments have been submitted to date, and Mr. Wright asked that any new comments be provided by May 7th.
Mr. Wright said the draft plan proposes system upgrades to accommodate the additional flow that would be completed over a ten-year period. The treatment plant itself has sufficient capacity.
Mr. Kuhn asked if Charlestown has excess capacity. Mr. Wright said yes, but it’s included in our numbers for future use. One such use is the Devault Quarry, which is zoned to allow for a future convention center after current operations cease.
Mr. Kuhn said if Charlestown sold some of its capacity and later needed it, who’s responsible for the costs. Mr. Thompson said the VFSA would be responsible and would likely impose a moratorium on building. Mr. Wright said Allen Myers is currently quarrying while also performing controlled fill operations, but it’s unknown how long they will continue. He believes the conservative approach is to retain the current allocated capacity.
Discuss Swiss Pines Repairs
Mr. Kuhn said he met with Mark Koenig, Gary Coleman, and Brian Forcine at Swiss Pines this morning. Mr. Forcine offered to have his company remove the fencing and some trees along Charlestown Road as time and scheduling permit. He offered this service at no charge but asked the Township to cover the cost of renting a chipper. The Board agreed to reimbursing for this cost.
Mr. Kuhn asked for the status of the Pickering Creek footbridge repair project. Mr. Heleniak said it has now received DEP approval, and a bid package is being prepared. Mr. Wright said an alternative to the bid is being added. This would be to use a grout contractor, which can stay on the road and pump material into gabion walls without needing to have construction trucks in the preserve or having a temporary road cut in. In discussions on this alternative, Brian Forcine noted this shotcrete material could also be used for foundation repairs on the Swiss Lane houses.
Mr. Kuhn said Mr. Forcine also asked if the Board would consider a public/private partnership to upgrade the five houses on Swiss Lane where a developer performed the work with an agreement to collect the rent for a period of seven to ten years to recoup the initial outlay and make a profit. This would also eliminate the requirement for a prevailing wage contract that comes into play if the Township performs this work itself.
Discussion followed. Mr. Willig said he would rather the Township maintain control of the properties. Mr. Gregg Nesspor commented that he agrees with Mr. Willig, believing going out 10 years would be a risk, and that the houses would need to be rehabbed again after that period of time.
Mr. Bill Westhafer asked if an Environmental Impact Assessment had ever been done on the houses, and if not, he recommends it. Mr. Heleniak said no, but there were home inspections.
Resolution to Update Delegate Appointments to the Chester County Tax Committee
Ms. Csete said the Township received a request from the Chester County Tax Committee to update their delegate list for the Committee. Mr. Piliero had been the first alternate.
Mr. Philips moved to adopt Resolution # 1075-25 appointing Linda Csete as primary voting delegate and Chris Heleniak as first alternate voting delegate to the Chester County Tax Committee, and Ms. Carlson seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Resolution to Amend the 2025 Budget
Ms. Csete walked through various proposed amendments on the spreadsheet provided earlier to the Supervisors for review. The main change was adding $350,000 for the road improvement project that was originally going to take place in 2026, so it wasn’t included in the original budget.
Mr. Philips moved to adopt Resolution # 1076-25 amending the 2025 Budget and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Other Business
Website Update
Mr. Kuhn asked for an update on the CivicPlus website under construction. Mr. Heleniak said he expects it will go live in June after he and the board have an opportunity to review the design and the content taken from the current website.
Cemetery Wall Repairs
Mr. Heleniak said this project will have to go out to bid. The Board previously considered adding a mason and workers to the payroll, but workers compensation insurance would be high along with liability with that approach. Mr. Kuhn said the project is estimated to cost $400,000, not the original $250,000 estimated a few years ago. There had been some expectation that construction would slow but that evidently is not the case, so there’s no reason to wait.
Mr. Wright said he met with Dale Frens and a stone mason and that if they hired the mason directly he could use simpler methods that weren’t suitable for competitive bidding.
Mr. Kuhn said a poured concrete wall could be constructed that would provide the same aesthetic at less cost. Mr. Philips suggested speaking with the HARB about it. Mr. Willig said details would need to be provided for them.
Historic Markers
Mr. Philips asked for the status of the historic marker replacement project. Mr. Heleniak said he has quotes for replacing these 9 signs currently located throughout the Township and is waiting for the new URL for the website to include in a QR code on each sign. Mr. Philips said that the developers of Pickering Crossing and Spring Oak both agreed to pay for a marker at each of their sites. The drafts of these two signs have been completed. He’ll provide the artwork to Mr. Heleniak.
Adjournment
There being no additional business, Mr. Kuhn adjourned the meeting at 8:05 p.m. The next business meeting is scheduled for Monday, June 2, 2025, at 7 p.m., at 11 General Warren Blvd., Suite 1, Malvern, PA.
Linda M. Csete
Township Treasurer/Admin
