Charlestown Township
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The first business meeting for December was held December 6, 2004, at the Great Valley Middle School, Room 154. Kevin R. Kuhn, Chairman, Mike Rodgers, Vice Chairman, Paul Hogan, Hugh Willig, Charlie Philips, Surender Kohli, P.E., Tom Oeste, Esq., Linda M. Csete, Township Administrator, Melanie M. Lammers, Recording Secretary, and those on the attached list were present.
The meeting was called to order at 7:30 P.M.
Mr. Kuhn announced an Executive Session had been held prior to the meeting to discuss real estate matters.
Mr. John Buckwalter from the West End Fire Company gave a short presentation. He said West End has been providing ambulance service to Charlestown Township since the 1930’s. He handed out the attached Power Point presentation and highlighted the changes in service that have occurred over the years. He indicated how they have greatly improved service, and how they, as part of their strategic plan, want come in front of the various municipalities to get to know their needs better.
Mr. Philips asked Mr. Buckwalter if they have any problems finding places in the Township, and Mr. Buckwalter said they do not, as it is well covered by maps. Mr. Buckwalter said being made aware of new housing developments is a help to them.
Mr. Willig asked how they get their maps updated. Mr. Buckwalter said the 911 system uses the phone company. He said they use the ADC map system, email, and Township newsletters. He said they also share information across other fire/ambulance companies. The Board thanked him for coming.
Mr. Rodgers moved to approve the November 8, 2004 minutes, and Mr. Hogan seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Hogan moved to approve the November 15, 2004 minutes, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Willig moved to approve the November 1-30, 2004 Treasurer’s report, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and Mr. Philips asked for details on check 3065-computer repairs. Mr. Alston said it was for replacing the motherboard in a laptop computer. Mr. Kuhn called the vote, and all were in favor.
Mr. Willig moved to approve the December 6, 2004 General Fund Accounts Payable report, and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Philips moved to approve the December 6, 2004 Open Space Improvement Fund Accounts Payable report, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Allen said two ordinances recommended by the Planning Commission some time ago seem to be stalled. He said he thought they are in the hands of the Township solicitor for review. Mr. Oeste said he would have them both to the Township by next week.
Mr. Rodgers moved to approve the monthly reports, and Mr. Willig seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Philips said the Board asked him to chair a sub-committee to work on long range planning for the Brightside Farm. He put together a committee consisting of himself as Chairman, Alix Coleman, Jacob Merriwether, Mike Allen, Bill Andersen, and Sarah Peck. He said the goal is to have the first meeting before the holidays, and come back to the Board with a path forward within 6-9 months. Mr. Hogan said he would like to be part of the committee, but Mr. Philips said he would like to keep the committee as is.
Mr. Rodgers moved to approve the appointment of the above-mentioned committee member for a period not to exceed one year. Mr. Willig asked how the committee would work. He asked if it would be open or closed, and asked how and when the Board will hear from that committee. Mr. Philips said the first meeting will frame how the committee will work and said he would be happy to report back anytime.
Mr. Kuhn asked if the meetings will have to be open meetings or be advertised, and Mr. Oeste said it depends, and said he would check into it.
Mr. Willig asked if it is a sub-committee or a separate committee, and Mr. Philips said it would be a separate committee.
Mr. Kuhn seconded. He called for discussion, and there being none, called the vote. Four were in favor, and Mr. Hogan was opposed.
Ms. Donna Casciola Sapone, Chairman, Elected Auditors and Mr. Phil Staas, Secretary, Elected Auditors voiced their concerns over the accounting practices of the Township.
Ms. Casciola Sapone questioned the need for a total budget column and said having transfers within the same fund causes confusion.
Mr. Staas strongly recommended setting up a separate capital fund. He said the Township should use the state recommended Chart of Account numbers. He said projects, such as the Woolen Mill, are partly in improvement and partly in the general fund, and suggested it be made a capital project. He also strongly suggested the Township get another accountant’s opinion in addition to the presently engaged CPA’s.
After some discussion, it was decided the Township is doing everything in accordance with the State’s standard accounting practices and plans to continue doing so.
Mr. Allen agreed that something the size and magnitude of the Mill should be very clearly documented to the citizens. Mrs. Csete indicated that detail exists for anyone who asks for it.
Mr. Willig said there will be the ability for further review/comments when the budget is adopted at the December 20, 2004 meeting.
This item was tabled.
Mrs. Rosemary Philips said Ms. Mest had just had an opportunity to see the report, and said she had a question concerning the 2nd part of the HARB recommendation regarding the roofing material. Mrs. Philips said they had recommended cedar shingles and shakes and Ms. Mest said that was not her recollection. Mrs. Philips said she believes they will be able to work out the details, but doesn’t want to approve the roof materials until it is discussed further. She asked the Board to approve all but that part.
Rosemary asked the Board approve the Certificate of Appropriateness with the condition that the roof question be worked out with the HARB, which she doesn’t think will be a sticking point.
Mr. Rodgers moved to approve the Certificate of Appropriateness subject to Mrs Philips’ comments, and Mr. Hogan seconded. Mr. Kuhn called for discussion. Mr. Willig said he appreciates the good condition the house has been kept in. Mr. Oeste clarified that Mr. Kohli will not issue a building permit until the roof issue is resolved. Mr. Kohli will process what is needed for them to proceed with the site work and zoning. Mr. Kuhn called the vote, and all were in favor.
Mrs. Philips said the purpose for this Certificate of Appropriateness is for the demolition of a deteriorated shed that is listed on the township’s historic resources map.
Mr. Philips moved to approve the Certificate of Appropriateness, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Kuhn said Mrs. Csete had received some estimates. One was for $6,500, and one was for $3,000. He said they were getting close to a $10k bidding situation. Ms. Coleman said these were for different projects, not all one. Mr. Kuhn said he was still concerned. He said if the Township is doing any restoration in stages, what is to prevent them from taking a project apart and doing it in stages to not have to bid it. Mr. Oeste said they have to be careful about it.
Ms. Coleman said they are only doing what is budgeted for one year. Mr. Oeste said he does not have a problem with that. He said it is acceptable if it is being done for budgetary purposes and a distinction in the project can be made.
Mr. Kuhn asked if Ms. Coleman had any of these things identified last year. She said they did not categorize things at that time. Mr. Kuhn advised her that if the Committee doesn’t have enough money in their budget for project planning so that it causes them to do things piecemeal, they should make a case for getting more money in their budget.
Mr. Kuhn confirmed with Mrs. Csete that if the work is not completed and invoiced by the 15th, it would come out of next year’s budget. Mrs. Coleman will try to get the work done this year.
Mr. Kuhn asked Mrs. Coleman to elaborate on the work to be done on the Calf Barn. She said the siding has blown away and the weather is deteriorating the exposed wood. She said there is a way to fairly easily cover it for now with materials from Pace Supply, located in Gap, PA, that sells corrugated siding for barns. She said it is a fairly inexpensive, pre-cut material to keep weather off. Mr. Kuhn asked how much roughly it would cost, and she said approximately $2,000. Mr. Kuhn confirmed Newell Burdick would do the work. He asked if it is worth tarping for the winter.
Mrs. Philips asked what the recommendation was for the calf barn in the building assessment report done by Dale Frens. Mrs. Coleman said originally it was to replace the shingles, but she said there is more damage now than when the assessment was done. Mrs. Philips asked about the historic relevance of it, and Mrs. Coleman said it would just go under what Mr. Frens said in his assessment. Mrs. Coleman said it is much prettier inside than the outside. Mr. Kuhn said she should go ahead and get the siding. He said to have him piece it such that the last 2-3 feet are separate panels that can be taken off easily. Mrs. Csete said she would need Mr. Burdick’s Certificate of Insurance, because the one on file has expired, he could not begin any work until a valid Certificate of Insurance is produced. Mrs. Coleman said he is not getting paid, but Mr. Kuhn said it still must be taken care of in order to do the work.
Mr. Hogan moved to approve the purchase of 6-8 benches, two of them with arms, for Charlestown Park and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Oeste recapped why Pulte was here before the Board. He said all of the agreements are in order. He added that Pulte understands the final plans cannot be recorded until everything is in accordance with Mr. Kohli’s review letter. He said Pulte has agreed to execute an agreement where the developer agrees not to enter into any agreements or to develop Phase II until all issues are resolved.
Pulte’s representative, Mr. Bill Dion, said he would escrow the money for the entire community, but is anxious to start on the basin as soon as possible. He said a general permit for this work should only take a short amount of time to obtain.
Mrs. Coleman said that Brightside Farm, located across the road from this development, organic. She was concerned with storm water run-off that may wash chemicals onto the farm, preventing them from getting organic farm certification. Mr. Kohli said the Homeowners Documents would require they do not use anything harmful.
Mr. Rodgers moved to approve the Financial Security Agreement, the Subdivision and Land Development Agreement, and the Deed of Easement (Drainage) to PennDOT, with the understanding that the Final Plans will not be recorded until all items on Mr. Kohli's review letter dated 11/30/04 and Thomas Comitta Associates’ review letter dated 11/18/04 are satisfied. Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Kuhn asked when they plan to start, and Mr. Dion said maybe by the end of the year, but probably the beginning of next year.
Mr. Kuhn suggested tabling this issue. Mr. Philips moved to table the issue, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
The ASA hearing was scheduled to be advertised for January 24, 2004.
Mr. Kohli said everything was in order. Mr. Rodgers moved to approve Bentley Homes Escrow Release #4, and Mr. Philips seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Hogan said he would like the telephone poles from Charlestown Park to be moved to the Brightside Farm. Mr. Kuhn said he would like to table the issue, until he could talk to the Brightside Farm Committee to find out if they want the poles. Mr. Philips moved to table, and Mr. Rodgers seconded. Mr. Kuhn called for discussion, and there being none, called the vote. All were in favor.
Mr. Kuhn announced that a used truck purchase was authorized for purchase for Mr. Alston’s use next year, and Mr. Alston has located a suitable vehicle. Mr. Alston understands that this purchase must go out for bid, and if another vehicle meets the specifications at the lowest price the township will award the bid accordingly. Mr. Kuhn asked if they could go to bid this year even though the monies would come from next year’s budget, and Mr. Oeste said that was allowed. Mr. Csete will work with Mr. Alston and Mr. Oeste to write a vehicle specification as part of the bid package.
The meeting was adjourned at 9:03 P.M. The next Board of Supervisors meeting will be held at 7:30 P.M. on December 20, 2004, in room 154 of the Great Valley Middle School.