Charlestown Township Board of Supervisors Business Meeting Minutes of June 6, 2016

The first business meeting for June was held on June 6, 2016 at the Great Valley Middle School in Room 154, 255 N. Phoenixville Pike, in Malvern, PA.

Present

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

Call to Order:

7:00 p.m.

Announcements

Mr. Philips announced that Charlestown Township resident Lisa Scottoline will throw the first pitch at the Phillies game on August 19 against the Cardinals.

Supervisor Kuhn and Supervisor Rodgers said they had a great evening at the Charlestown Historical Society Bluegrass and BBQ party on June 4.

There was an Executive Session prior to tonight’s meeting to discuss legal matters.

Mrs. Csete announced that the Supervisors held an Executive Session following the meeting on May 2, to discuss legal matters.

Citizens Forum

Mrs. Staas suggested the Board send a letter commending Boy Scout Troop 76 led by Peter Warner. They have been great stewards of the Pickering Trail, most recently working to remove a downed tree from the trail. The Supervisors agreed to draft the letter.

Eileen Brady of Charlestown Road, who was also speaking for her neighbors, Carol and Fred Hansen, wanted to thank Supervisors for the stop sign at Pikeland Road. However, they also want the speed limit reduced. A member of the household was struck from behind while entering their driveway. The Board told Ms. Brady that the sign was temporary, due to the Yellow Springs Road bridge detour. A 4 way stop sign was requested from PennDOT many years ago but denied.

Some Supervisors thought it was a good idea to re-request the sign after seeing the difference it is making at that intersection. Mr. Willig was concerned about traffic backing up. Mr. Wright agreed to talk to Mr. Lutz at PennDOT regarding the intersection. Another option would be to request speed enforcement from state police.

Mr. Kuhn asked Mrs. Csete to request a new study of the intersection for both stop signs and speed enforcement. Also, she is to send a letter to Representative Milne and Senator Dinniman requesting their support.

Approvals

May 2, 2016 Business Meeting Minutes

Mr. Philips moved to approve the minutes for the May 2, 2016 Business Meeting and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Treasurer’s Report May 1 - 31, 2016

Mr. Rodgers moved to approve the May 2016 Treasurer’s Report and Mr. Piliero seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Accounts Payable Reports for Operating Fund for June 6, 2016

Mr. Rodgers moved to approve the General Fund Accounts Payable Report for June 6, 2016 and Mr. Piliero 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 June 6, 2016

Mr. Philips moved to approve the Open Space Fund Accounts Payable Report for June 6, 2016 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 May 2016 reports #1-13 as submitted and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Hearing

Katherine Bright - Conditional Use Application

The proceedings were taken by Nancy Sage, Court Reporter. Mr. Thompson opened the hearing and stated that the application for Katherine Bright was still under review with the Planning Commission. Mr. Thompson entered T1 as the Public Notice, and T2 as the applicant’s actual application. She would like to be permitted to have a personal training studio home occupation on a property in the FR Farm Residential Zoning District. Tax parcel involved is no. 35-4-38 on Hollow Road.

The applicant was not in attendance. The Hearing was continued until July 5, 2016 at 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern, PA.

Old Business

Resolution to Execute Documents for Auchincloss Property Easement

French and Pickering Creeks Conservation Trust Director Pam Brown presented Supervisors with the final version of the proposed easement agreement and closing documents for the 58 acre Auchincloss property owned by the Township. Mr. Thompson gave a brief review of the facts for the audience.

Mr. Philips moved to adopt Resolution #873-2016 authorizing Mr. Piliero to execute the Auchincloss Easement agreement and settlement documents with the French and Pickering Creeks Conservation Trust and Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Ms. Ingrid Cantarella-Fox thanked the Supervisors for putting such beautiful parcels into easement for Charlestown Township.

Charlestown Park Improvement Project

Mr. Dettore provided an update on the Park.

Updates:

1. The contractor at the Park, Out of Site Infrastructure, attempted to submit 3 recovery plans, the last one being submitted later than its own due date. None were considered viable.
2. The contractor can be considered terminated as of May 29.
3. The surety company has acknowledged the demands of the Township and will move forward to fulfill the obligation.
4. On June 7 Mr. Thompson, Mr. Lawrence, Mr. Kuhn, and Mr. Detorre, will attend a conference call with concerned parties.
5. The May check for the contractor reflected only two full time employees, for what should have been the last month of the contract (for comparison reasons).
6. Mr. Detorre suggested refusing any offer made by the surety company that would involve the former contractor.

Mr. Detorre listed a few positives and negatives.

Positives:

1. Township interests are protected.
2. The surety company reacted quickly.
3. The Township did not over pay the contractor.
4. Township has a Waiver of Liens.

Negatives:

1. The Park is not within 2 months of opening.
2. The effort of the contractor to “make good” was not promising at all, and they have been terminated at two other area projects as well.
3. Alternate site work and asphalt contractors are usually booked by this part of the season.

Mr. Detorre said the surety is obligated to find the new contractor(s), but the Township has to allow a reasonable time span for completion. Mr. Detorre said this amount of time would be about two months. Besides the restrooms, there is paving, grading, and seeding to be done.

New Business

Award 2016 Road Paving Project Contract

Mr. Wright summarized his review of the five bids received on May 2, 2016 for the 2016 Road Improvement Project. Cedar Springs Construction Company met all the qualifications and was recommended for the contract. The bid of $146,486.70 when added to the COSTARS materials quote from Independence Construction Material of $124,033 results in a total of $270,519.70. Mr. Wright will coordinate the buying of materials.

Mr. Kuhn moved to award the 2016 Road Improvement Bid to Cedar Hollow Construction Company excluding materials, and Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Regarding the Park project, since about $45,000 in paving is in control of the surety, and Charlestown Township has worked with Cedar Springs many times, Mr. Kuhn asked Mr. Thompson if the bid could be amended to include the Park paving. Mr. Wright suggested a second option of including the Park project in the annual maintenance contract. Mr. Thompson will respond with research for the next meeting.

Devault Foods Inc. Request for Extension of Preliminary Plan

Mr. Keffer of Devault Foods requested another one year extension to the deadline for filing the Phased Final Plan associated with the five phase Preliminary Plan that was conditionally approved in June 2005. It is to be completed over a 10-15 year period.

Mr. Kuhn moved to approve a one year extension to the Preliminary Plan, and Mr. Philips seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Charlestown Mill Landscaping

Mr. Philips, along with members of the Historical Commission, met with Mr. Theurkauf and tonight he provided an update on landscape improvements proposed for the Charlestown Mill property.

Improvements included:

1. A parking area near an easy entry gate. The gate being set in farther than currently displayed, to allow cars onto the property without backing up onto the street. Discussion to move gate forward for the Pickering Trail parking and elimination of the upper parking lot.
2. List of all plants, including screening plants. Tolerant, extremely hardy plants were chosen.
3. A small paver patio.
4. Some black walnut trees will be removed.
5. Possible sitting wall around the foundation of the former house.
6. A millstone found on the property will be cemented into the patio area as a decoration.

Mr. Kuhn suggested allotting an area centered over the foundation for event tents. Mr. Wright is working on a retaining wall, and a moisture/water issue. Mr. Philips said the quote for improvements will come in three phases for budgetary reasons. There are no current restrooms planned.

Security & Alarm Items

Access System Quotes for Township Office

Mr. Hubbard referred to two quotes he obtained from The Defender System and Great Valley Lockshop Inc., for an access control system for the Township Office. Authorized users would be issued a keychain fob and a mini computer would track the individuals accessing the office. Both he and Mrs. Csete recommended acceptance of the Defender System quote. Mr. Hubbard will research battery backup for outages and video for the entry way.

Mr. Kuhn moved to accept the Defender System quote for the access system to the Township Office and also to accept the Defender System quotes for both the security system and fire alarm (quotes #10964 and #10965) for the Mill, not to exceed $8,000 total. Mr. Philips seconded. Mr. Piliero called for discussion and there being none, called the vote, and all were in favor.

Timed Lock System for Charlestown Park Restroom Building

Mr. Hubbard asked the Board to reconsider a timed locking system for the new restroom building at Charlestown Park. He said he spoke to Mr. Mark Miller from East Goshen Township. They have timed locks on two bathrooms at their Township Park on Paoli Pike. They have only good things to say about it: before they used to lock the doors daily, and ran into problems.

Appointment to Parks & Recreation Board - unexpired term ending 12/31/16

Mr. Kuhn moved to appoint Frank Beyer to the unexpired term on the Parks & Recreation Board ending 12/31/16 pending receipt of Mr. Beyer’s Letter of Interest. Mr. Rodgers seconded. Mr. Piliero called for discussion, and there being none, called the vote. All were in favor.

Insurance Items

Renewal 6/11/2016 - 6/11/2017

Mrs. Csete previously distributed, via email, the data reflecting a less than $500.00 increase in policy cost. She felt it was acceptable considering the Auchincloss property had been added to the policy. Future appraisal figures of the buildings at Brightside Farm should reduce this cost and an adjustment can be sought after appraisals are completed.

Mr. Philips moved to accept the Scottsdale Insurance proposal obtained through Simkiss Company, for the period of June 11, 2016 to June 11, 2017 and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

GAB Robins Proposal to Appraise Properties

Supervisors discussed the suggestion from Mrs. Csete that all the Township properties were overdue for appraisals from GAB Robins. Mr. Kuhn wanted the Auchincloss property removed from the list since the Supervisors expected it to be sold within the year. Mr. Philips moved to accept the GAB Robins proposal to perform appraisals of township property, with the proposal to be amended after removing the Auchincloss property from the list. Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Authorize Advertising of Ordinance to Execute PRPC Implementation Agreement

Mr. Philips moved to schedule a hearing for July 5, 2016 at 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, Malvern PA to consider an ordinance to execute the implementation agreement with the Phoenixville Regional Planning Commission. Mr. Rodgers seconded. Mr. Piliero called for discussion and there being none, called the vote, and all were in favor.

Pickering Crossing Escrow Release #27

Mr. Wright gave his recommendation for approval of the Pickering Crossing escrow release.

Mr. Philips moved to approve Escrow Release #27, in the amount of $186,500.00 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

Mr. Thompson distributed a suggested a List of Conditions (changes found in bold type) to be submitted for court approval of nighttime educational use on the Marshall Property. Mr. Rodgers moved to approve the submittal, and Mr. Kuhn seconded. Mr. Piliero called for discussion and there being none, called the vote. All were in favor.

Mr. Rodgers suggested a new study of the capacity needs for Charlestown Township sewer flow. He was concerned that the Township would need more than allotted in the future. Mr. Wright said he felt very confident that the numbers they have will be more than enough to meet the needs of the future.

Adjournment

Mr. Piliero adjourned the meeting at 8:45 p.m. The next meeting is scheduled for Monday, July 5 2016, 7:00 p.m. at the Great Valley Middle School, Room 154, 255 N. Phoenixville Pike, in Malvern, PA 19355.