Charlestown Township
Board of Supervisors Business Meeting
Minutes of February 23, 2015

The first business meeting for February was held February 23, 2015 at the Township Office, 4030 Whitehorse Road, in Malvern, PA.

Present:

Supervisors: Frank A. Piliero, Chairman, Michael J. Rodgers, Vice Chairman, and Kevin R. Kuhn. Charles A. Philips and Hugh D. Willig were absent.
Consultants: Mark P. Thompson, Esq., Helen Mountain, Dan Mallach and Daniel Wright, P.E.
Staff: Linda Csete, Manager, Tim Hubbard, Property & Safety Coordinator, Jim Thompson, Roadmaster, and Lisa Gardner, Recording Secretary.
Public: See attached sign-in sheet

Call to Order:

1:00 p.m.

Announcements

An Executive Session was held at 5:00 p.m. at the Township Office on February 10th to discuss legal matters.

Citizens Forum

There were no announcements.

Approvals

January 5, 2015 Organization Meeting Minutes

Mr. Rodgers moved to approve the minutes for the January 5, 2015 Organization Meeting and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

January 5, 2015 Business Meeting Minutes

Mr. Rodgers moved to approve the minutes for the January 5, 2015 Business Meeting and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report January 1- 31, 2015

Mr. Kuhn moved to approve the January 2015 Treasurer’s Report and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for February 2, 2015

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for February 2, 2015 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for the Liquid Fuels Fund for February 2, 2015

Mr. Rodgers moved to approve the Liquid Fuels Fund Accounts Payable Report for February 2, 2015 and Mr. Kuhn 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 February 2, 2015

Mr. Rodgers moved to approve the Open Space Fund Accounts Payable Report for February 2, 2015 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Reports

Mr. Kuhn moved to accept the January 2015 reports #1-14 as submitted and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor

New Business

Request for Public Sewer – 2019 Conestoga Road

Mr. Ryan McCabe was present to request approval from the Township to apply for a public sewer connection from the Valley Forge Sewer Authority to his property at 2019 Conestoga Road. The current septic system has failed and has been tested by Evans Mill Environmental, LLC. Mr. McCabe agreed to pay any costs associated with hooking up to the gravity main feeding into the East Whiteland flow. The road would not be excavated.

Mr. Kuhn asked Mr. McCabe if further perk tests were done, or if an elevated sand mound would work. Mr. McCabe, thinking it was simply environmentally better, did not have Evans Mill estimate the costs for these options. Mr. Kuhn said usually the owner needs to prove hardship, and typically this is done for water, not sewer.

Mr. Rodgers said the Township would have to modify the 537 Plan since the address lies outside the area currently designated for public sewer. Mr. Thompson and Mr. Wright are both going to check to see if this has ever been done for an individual household. The DEP would also need to be notified. Mr. McCabe will re-contact Evans Mill Environmental about further testing.

Operation & Maintenance Agreement for Private Pump Station – Village at General Warren

Mr. Thompson said Mrs. Mountain had reviewed and forwarded, to the appropriate parties, all the documents necessary for the Village at General Warren Final Plan. However, the Stormwater Management Facilities Maintenance Agreement needed a maintenance security of an estimated $30,500 in perpetuity. Mr. Townes did not agree with the open ended term, but suggested the Township limit it to ten years, returning 10% to the developer each year until the amount was again at zero. Mr. Thompson said there is no release mechanism in the current Ordinance.

Mr. Kuhn was not in favor of repaying the amount over 10 years because as the system ages, failures can increase. He felt giving the engineer the ability to pull the U&O (without going to court) was a better option. Mr. Townes said they were already responsible for yearly inspections and reporting. If an issue was found, the Township can pull the U&O (Use and Occupancy Permit).

Mr. Thompson said the agreement was already signed even though there was an inconsistency, but the agreement can be recorded, then reviewed and modified at a later date. Mr. Wright added that the Final Plan cannot be recorded without this agreement. Mr. Thompson will review the Ordinance. Mr. Mallach stated there may be lighting approvals necessary at a later stage for this plan.

Mr. Kuhn moved to approve the Operation & Maintenance Agreement for Private Pump Station, the Stormwater Management Facilities Maintenance Agreement, The Developers Agreement, The Financial Security Agreement, and the Final Plan for the Village at General Warren, and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Formal Ratification of Appeal for Whitehorse Estates

Mr. Kuhn moved to formally ratify the decision to appeal the Whitehorse Estates decision of January 20, 2015. Mr. Rodgers seconded, Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Charlestown Day Update

Mrs. Schlichter updated Supervisors for this year’s event. The Technical College High School will not have as big a role, since many of the signs can be reused from last year, and the University of Valley Forge has not been contacted. Next, they are looking for a beneficiary (last year’s beneficiary received $9,000). Mr. Kuhn may serve as liaison. Mr. Piliero thanked the committee and authorized the Members to proceed.

Mr. Lawrence added that the mowing contractor needs to be made aware of the changes in the Park mowing schedule. Also, there are events forming, especially for Earth Day, and the Saturday following, and he will keep the Board posted.

Charlestown Park Improvements – Schematic

Mr. Bob Detorre of JD Bravo Company provided an update on the Park improvement project. The surveying is finished, and the schematic plan has been sent to stakeholders and the Board. The timing of the project has been delayed due to weather, and now the bidding approvals will be ready to consider on April 6th. He discussed with Supervisors, the pros and cons of applying for county grant funds. The Supervisors agreed to apply for DCNR (Department of Conservation of Natural Resources) funds instead, since the April deadline gave JD Bravo more time to apply, plus allowed ground breaking (weather permitting). County funds may not be used for projects already begun. They are also not to be used for paving or pavilions, and these are the initial park projects. County funds could be used for the next projects or for Brightside Farm improvements.

Mr. Thompson is going to clarify for Mr. Detorre, if the Township is exempt from the 1913 Separation Act concerning contractors. Mr. Detorre had other points to discuss, but they will be on the March Agenda. He received the go ahead for an architect to design bathroom facilities.

Mrs. Schlichter mentioned Mrs. Assayag’s willingness to help chose playground equipment. Mr. Detorre asked for her to attend the next meeting, since this will be discussed. Mr. Mallach suggested the possibility of saving approximately $20,000 by using a community build event.

Authorize Advertisement for Ordinance to Amend Subdivision & Land Development Ordinance Part 4, Plan Requirements

Mrs. Csete indicated that the Planning Commission reviewed and recommended changes to the plan requirement section of the Subdivision & Land Development Ordinance at the January 13th meeting. Mr. Mallach described imbedding into the Ordinance, modernizing of plan submissions and the requirement to include 3D views if an EIA is needed.

Mr. Kuhn moved to authorize April advertising of a hearing for the ordinance amendment to the SLDO Part 4, Plan Requirements on March 2, 2015, 7:30 p.m. at the Great Valley Middle School. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Authorize Advertisement of Bids for Road Equipment & Labor Contract 4/1/15 – 3/31/16

Mrs. Csete stated that the current contract with Melchiorre Construction ends March 31, 2015 and that she circulated a draft bid document to the Board and Mr. Thompson for the April 1, 2015 – March 31, 2016 period. She will verify whether an extension letter is needed on the current contract.

Mr. Rodgers moved to authorize advertising of the Road Equipment and Labor Invitation to Bid for bid opening on April 6, 2015. Mr. Piliero seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Authorize Advertisement of Bids for Mowing and Tree Contracts 4/1/15 – 3/31/18

Mrs. Csete stated that the current contracts with C.M. Jones for mowing, and Davey Tree for tree work, end March 31, 2015. She has circulated draft bid documents to the Board, Parks & Rec Chairman Mr. Lawrence, and the Roadmaster, Mr. Thompson. The current contract was for a three year period and this worked out well, so she recommended the same contract period going forward. Mr. Lawrence made minor changes to the height and time of year for mowing. Mr. Kuhn moved to authorize advertising of the Mowing and Tree Invitations to Bid for bid opening on April 6, 2015. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Pickering Crossing Escrow Release Request #16

Mr. Rodgers moved to approve Escrow Release #16 for Pickering Crossing and Mr. Kuhn seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Other Business

Mrs. Csete asked whether the Board preferred that the fee for additional input from Barbarcane, Thornton be put into the bond issue, and the Board agreed.

Mrs. Csete asked if there was any comment from the Annual Audit, there was none.

Mrs. Csete asked Supervisors is she should proceed to researched CDs at First Resource Bank, and they confirmed.

Adjournment

Mr. Piliero adjourned the meeting at 2:15 p.m. The next meeting is scheduled for Monday, March 2, 2015, 7:30 p.m. at the Great Valley Middle School, Room 154, 255 North Phoenixville Pike, in Malvern, PA.

Respectfully submitted,


Lisa K. Gardner
Recording Secretary
Sign-in sheet, 2/23/2015