Caln Township Board of Commissioners
253 Municipal Drive
Thorndale, PA 19372
April 14, 2016 7:30 p.m.
Call to Order and Pledge of Allegiance.
Moment of meditation.
Prior to the meeting, an Executive Session was held to discuss legal and personnel matters.
Attendance – Cynthia Eshleman, President; Jennifer Breton, Vice President; John Contento, Commissioner; Joshua Young, Commissioner; George Chambers, Commissioner; Jeffrey McClintock, PE, CFM, Township Engineer; Peter Marshall, Interim Township Manager, Mike Fowler, Public Works; and Colleen Lockwood, Recording Secretary.
Citizens to be Heard – Bob Kuch regarding update on Township matters.
Ordinances and Resolutions for Consideration – Resolution 2016-07 for reimbursement for winter storm Jonas expenditures. While the final amounts are still being totaled, they are well over $50,000. President Eshleman entertained a motion to grant Resolution 2016-07 authorizing execution of documents for FEMA storm reimbursement. Moved by Vice President Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Township Engineer Jeffrey W. McClintock, PE, CFM
Report Chart Review – No items required action by the Board this evening.
Land Development Items/Report Chart Review - Caln-Horseshoe, L.P. (aka Royal Farms) – Mr. McClintock said he is working on a Motion of Approval for the Board’s consideration at the next meeting.
Engineering Items - 3 Roussey Drive Asbestos Abatement – Advantage Engineers has been hired to provide an evaluation of the existing building for the presence of asbestos building materials at the property. Their report confirmed there is asbestos in the building. Mr. McClintock noted that both the Township Solicitor and Interim Manager concur that the demolition work and asbestos abatement work should be completed using contracted services. He asked permission to work with Advantage Engineers to develop a bid specification package to complete this work. After a brief discussion, the Board agreed by consensus to allow Mr. McClintock to move forward with having Advantage Engineers prepare the technical specifications for the work for his inclusion in the overall bid spec that he will be preparing.
East Fisherville Road Repair Work/Joint Effort with East Brandywine Township – Mr. McClintock shared that a new pipe must be installed in East Brandywine Township near the Township border, requiring some work to be done in Caln Township. This work will improve the overall drainage in the area. Mr. McClintock met with East Brandywine Township Manager and Road Master to discuss the scope of the work and notes that an emergency permit is needed for the repair. East Brandywine Township has engaged their Township Engineer, Cedarville Engineering Group, to secure the Emergency Permit from PADEP, at a cost of $6,340.00. East Brandywine Township asked if the Board would be willing to split this cost 50/50. Board consensus was granted for this cost sharing request.
Additional Engineering Matters-Road Projects – Through the cooperative efforts with Pennsylvania American Water, the Township received full width pavement overlays on a majority of Edge Lane, portions of Norma Drive, and Municipal Drive. Pavement overlay is planned for Sylvan Drive and the remaining part of Edge Lane this summer. Line painting will be completed in the near future. Mr. McClintock noted that this area of the Township was the first development constructed by the Toll Brothers. He showed a video taken by one of the police dash cameras along Windsor Drive. When the trench work was done on this street, it was discovered that the existing pavement thickness was minimal, with some areas only having 2-3 inches of pavement. The lack of sufficient pavement thickness will require major roadwork prior to overlaying Windsor Lane, and with only $220,000.00 budgeted for this roadway, there will not be sufficient monies available to rebuild the road, replace the curbing, and overlay the road. Mr. McClintock spoke with a contractor who suggested milling the entire street as a temporary measure. Mr. McClintock indicated he has not developed a final recommendation for the Interim Manager yet, but wanted the Board to be aware of the status given Windsor Lane is one of the streets that has yet to be paved.
As part of the discussion, Mr. McClintock noted the deteriorated condition of the cross pipe under Edge Lane. Mr. Fowler of Public Works noted that the pipe was discovered to be further deteriorated than previously believed. This is due to due to insufficient slope/drainage. Mr. McClintock noted he will be meeting with Cedarville Engineering and Advantage Engineers to develop a recommendation to present to the Interim Manager. Lastly, Mr. McClintock informed the Board that he will be sending a press release to the residents of Edge, Sylvan, and Windsor to update them on the status of the work.
Appointment of Certified Building Official - President Eshleman entertained a motion to appoint Brian Willicombe, who is a Certified Building Official and employed by Cedarville Engineering Group, as the Township’s Certified Building Official. Moved by Commissioner Contento and seconded by Commissioner Chambers. Vote passed 5-0.
Appointment of Deputy Zoning Officers - President Eshleman entertained a motion to appoint Jeffrey W. McClintock and Raymond Stackhouse as Deputy Zoning Officers. Moved by Commissioner Chambers and seconded by Vice President Breton. Vote passed 5-0.
Interim Township Manager - Peter Marshall
Codes Staffing – No discussion held at this time.
Bill List – President Eshleman entertained a motion to approve general check numbers 37,695 through 37,773 (with the exception of check number 37,737, which needs to be changed), and Bond check numbers 1143 and 1144. Moved by Commissioner Contento and seconded by Commissioner Chambers. Vote passed 5-0.
Boards and Commissions Updates
i. Park and Recreation - Open Records Officer Nick Winkler discussed the recent Easter Egg Hunt and shredding events. He noted that Caln Pride Day will be held on April 23, with a rain date of April 24. Nick thanked Noel Bernard for obtaining t-shirts for the event. He discussed planning of the United Way Color Run and Ball Drop, and the summer series dinner & a movie night. Former intern Dan Yeoell will be assisting with the movie night events.
ii. Council of Governments - Mr. Young discussed that the COG is updating all of the emergency matters coordination between municipalities in the area
iii. Municipal Authority - Mr. Chambers discussed that they are trying to streamline the process of getting late payment penalties waived & to give credit for timely payments in order to be more customer friendly.
iv. DARA - Mr. Young noted that electrical upgrades are nearly finished and are switching from paychecks to a payroll company, which will save about $1,000 per year.
v. Fire Board - No report at this time.
vi. Planning Commission - Ms. Breton said that the next meeting will be held on Tuesday, April 19, 2016. She and Mr. Marshall recently met with consultants & are working toward a new direction for a comp plan.
vii. Historical Commission - Ms. Eshleman noted that there were discussions about possibly getting an intern from the History Department of West Chester University to help cull and archive documents. A joint meeting between the Historical Commission and Historical Society will be held next week.
viii. Zoning Hearing Board - No report at this time.
Additional Business - Mr. Young shared that the Lincoln Highway Committee recently met and discussed having business luncheons again at the firehouse periodically for local business leaders. This would allow them to stay updated on what is happening with business in the Township.
Mr. Young discussed a draft letter from the Lincoln Highway Committee that will be sent to local stores when their grocery carts are left by customers in parts of the Township they may not easily see. The Board will review the letter before it goes out.
Mr. Contento asked about the status of the fog lines. Mr. Marshall said a final decision has to be made regarding which roads will be determined to need them.
Ms. Eshleman shared that Caln Opening Day is rescheduled to 10:00 a.m. on April 16, 2016.
The State Urban Affairs hearing will be held on May 10th and 11th, 2016 at Coatesville City Hall. The Caln Business District will be discussed in regard to the effects of urban blight on the community.
Public Comments – Resident Bob Kuch had questions for Mr. Marshall and Mr. McClintock about the process of obtaining building code approval for permits with the recent personnel changes. Mr. Marshall answered that there has been no interruption of fulfilling these requests. Mr. Kuch was asked to get in contact with Mr. Stackhouse for any questions he has with building permits pertaining to his property.
Adjournment – President Eshleman entertained a motion to adjourn the April 14, 2016 meeting at 8:45 p.m. Moved by Commissioner Chambers and seconded by Vice President Breton.
Respectfully Submitted,
Colleen Lockwood
Recording Secretary
253 Municipal Drive
Thorndale, PA 19372
April 14, 2016 7:30 p.m.
Call to Order and Pledge of Allegiance.
Moment of meditation.
Prior to the meeting, an Executive Session was held to discuss legal and personnel matters.
Attendance – Cynthia Eshleman, President; Jennifer Breton, Vice President; John Contento, Commissioner; Joshua Young, Commissioner; George Chambers, Commissioner; Jeffrey McClintock, PE, CFM, Township Engineer; Peter Marshall, Interim Township Manager, Mike Fowler, Public Works; and Colleen Lockwood, Recording Secretary.
Citizens to be Heard – Bob Kuch regarding update on Township matters.
Ordinances and Resolutions for Consideration – Resolution 2016-07 for reimbursement for winter storm Jonas expenditures. While the final amounts are still being totaled, they are well over $50,000. President Eshleman entertained a motion to grant Resolution 2016-07 authorizing execution of documents for FEMA storm reimbursement. Moved by Vice President Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Township Engineer Jeffrey W. McClintock, PE, CFM
Report Chart Review – No items required action by the Board this evening.
Land Development Items/Report Chart Review - Caln-Horseshoe, L.P. (aka Royal Farms) – Mr. McClintock said he is working on a Motion of Approval for the Board’s consideration at the next meeting.
Engineering Items - 3 Roussey Drive Asbestos Abatement – Advantage Engineers has been hired to provide an evaluation of the existing building for the presence of asbestos building materials at the property. Their report confirmed there is asbestos in the building. Mr. McClintock noted that both the Township Solicitor and Interim Manager concur that the demolition work and asbestos abatement work should be completed using contracted services. He asked permission to work with Advantage Engineers to develop a bid specification package to complete this work. After a brief discussion, the Board agreed by consensus to allow Mr. McClintock to move forward with having Advantage Engineers prepare the technical specifications for the work for his inclusion in the overall bid spec that he will be preparing.
East Fisherville Road Repair Work/Joint Effort with East Brandywine Township – Mr. McClintock shared that a new pipe must be installed in East Brandywine Township near the Township border, requiring some work to be done in Caln Township. This work will improve the overall drainage in the area. Mr. McClintock met with East Brandywine Township Manager and Road Master to discuss the scope of the work and notes that an emergency permit is needed for the repair. East Brandywine Township has engaged their Township Engineer, Cedarville Engineering Group, to secure the Emergency Permit from PADEP, at a cost of $6,340.00. East Brandywine Township asked if the Board would be willing to split this cost 50/50. Board consensus was granted for this cost sharing request.
Additional Engineering Matters-Road Projects – Through the cooperative efforts with Pennsylvania American Water, the Township received full width pavement overlays on a majority of Edge Lane, portions of Norma Drive, and Municipal Drive. Pavement overlay is planned for Sylvan Drive and the remaining part of Edge Lane this summer. Line painting will be completed in the near future. Mr. McClintock noted that this area of the Township was the first development constructed by the Toll Brothers. He showed a video taken by one of the police dash cameras along Windsor Drive. When the trench work was done on this street, it was discovered that the existing pavement thickness was minimal, with some areas only having 2-3 inches of pavement. The lack of sufficient pavement thickness will require major roadwork prior to overlaying Windsor Lane, and with only $220,000.00 budgeted for this roadway, there will not be sufficient monies available to rebuild the road, replace the curbing, and overlay the road. Mr. McClintock spoke with a contractor who suggested milling the entire street as a temporary measure. Mr. McClintock indicated he has not developed a final recommendation for the Interim Manager yet, but wanted the Board to be aware of the status given Windsor Lane is one of the streets that has yet to be paved.
As part of the discussion, Mr. McClintock noted the deteriorated condition of the cross pipe under Edge Lane. Mr. Fowler of Public Works noted that the pipe was discovered to be further deteriorated than previously believed. This is due to due to insufficient slope/drainage. Mr. McClintock noted he will be meeting with Cedarville Engineering and Advantage Engineers to develop a recommendation to present to the Interim Manager. Lastly, Mr. McClintock informed the Board that he will be sending a press release to the residents of Edge, Sylvan, and Windsor to update them on the status of the work.
Appointment of Certified Building Official - President Eshleman entertained a motion to appoint Brian Willicombe, who is a Certified Building Official and employed by Cedarville Engineering Group, as the Township’s Certified Building Official. Moved by Commissioner Contento and seconded by Commissioner Chambers. Vote passed 5-0.
Appointment of Deputy Zoning Officers - President Eshleman entertained a motion to appoint Jeffrey W. McClintock and Raymond Stackhouse as Deputy Zoning Officers. Moved by Commissioner Chambers and seconded by Vice President Breton. Vote passed 5-0.
Interim Township Manager - Peter Marshall
Codes Staffing – No discussion held at this time.
Bill List – President Eshleman entertained a motion to approve general check numbers 37,695 through 37,773 (with the exception of check number 37,737, which needs to be changed), and Bond check numbers 1143 and 1144. Moved by Commissioner Contento and seconded by Commissioner Chambers. Vote passed 5-0.
Boards and Commissions Updates
i. Park and Recreation - Open Records Officer Nick Winkler discussed the recent Easter Egg Hunt and shredding events. He noted that Caln Pride Day will be held on April 23, with a rain date of April 24. Nick thanked Noel Bernard for obtaining t-shirts for the event. He discussed planning of the United Way Color Run and Ball Drop, and the summer series dinner & a movie night. Former intern Dan Yeoell will be assisting with the movie night events.
ii. Council of Governments - Mr. Young discussed that the COG is updating all of the emergency matters coordination between municipalities in the area
iii. Municipal Authority - Mr. Chambers discussed that they are trying to streamline the process of getting late payment penalties waived & to give credit for timely payments in order to be more customer friendly.
iv. DARA - Mr. Young noted that electrical upgrades are nearly finished and are switching from paychecks to a payroll company, which will save about $1,000 per year.
v. Fire Board - No report at this time.
vi. Planning Commission - Ms. Breton said that the next meeting will be held on Tuesday, April 19, 2016. She and Mr. Marshall recently met with consultants & are working toward a new direction for a comp plan.
vii. Historical Commission - Ms. Eshleman noted that there were discussions about possibly getting an intern from the History Department of West Chester University to help cull and archive documents. A joint meeting between the Historical Commission and Historical Society will be held next week.
viii. Zoning Hearing Board - No report at this time.
Additional Business - Mr. Young shared that the Lincoln Highway Committee recently met and discussed having business luncheons again at the firehouse periodically for local business leaders. This would allow them to stay updated on what is happening with business in the Township.
Mr. Young discussed a draft letter from the Lincoln Highway Committee that will be sent to local stores when their grocery carts are left by customers in parts of the Township they may not easily see. The Board will review the letter before it goes out.
Mr. Contento asked about the status of the fog lines. Mr. Marshall said a final decision has to be made regarding which roads will be determined to need them.
Ms. Eshleman shared that Caln Opening Day is rescheduled to 10:00 a.m. on April 16, 2016.
The State Urban Affairs hearing will be held on May 10th and 11th, 2016 at Coatesville City Hall. The Caln Business District will be discussed in regard to the effects of urban blight on the community.
Public Comments – Resident Bob Kuch had questions for Mr. Marshall and Mr. McClintock about the process of obtaining building code approval for permits with the recent personnel changes. Mr. Marshall answered that there has been no interruption of fulfilling these requests. Mr. Kuch was asked to get in contact with Mr. Stackhouse for any questions he has with building permits pertaining to his property.
Adjournment – President Eshleman entertained a motion to adjourn the April 14, 2016 meeting at 8:45 p.m. Moved by Commissioner Chambers and seconded by Vice President Breton.
Respectfully Submitted,
Colleen Lockwood
Recording Secretary
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