Meeting Minutes for Caln Township
Board of Commissioners
July 27, 2023
7:30 PM
Hybrid Meeting
Call to Order and Pledge of Allegiance: Commissioner Mullin called the Board of Commissioners meeting to order at 7:35 PM. Commissioner Mullin then called for the Pledge of Allegiance to the flag.
Board Members Present: Paul Mullin-President, Jane Kennedy-Vice President, Joshua Young-Commissioner, Lorraine Tindaro-Commissioner, and Mark Evans-Commissioner.
Staff Members Present: Kristen Denne-Township Manager/Township Secretary (Absent), Denise Miller-Assistant Township Secretary/Administrative Assistant, Lisa Swan-Township Finance Director/Treasurer, Ray Stackhouse-Director of Building and Life Safety/ Public Works Department, Scot Gill-Municipal Authority Director, and Nicole Shannon-Ingleside Golf Course Manager/Superintendent (Absent).
Professionals Present: Kristin Camp Township Solicitor (Absent), and ARRO Senior Project Manager-Karl Schmit.
Special Guest: Chief Steward-Minquas Fire Company Ambulance Service and Chief Taylor- Thorndale Fire Company.
The Board of Commissioners July 27, 2023 agenda was posted on the Township website, and at the Township Building, on July 26, 2023. Agendas were made available for the public at the meeting. Also provided were the financial report and bill list. The Waived revised agenda was posted on the Township website, and at the Township Building on July 28, 2023.
The 2023 Township Board of Commissioners meetings were published in the Daily Local News, on December 27, 2022.
Commissioner Mullin noted that there was an Executive Session on July 26, 2023 on personnel matters.
Commissioner Young made a motion to add the approval of plans for the PennDOT Crosswalk Project DCMS12885 under “Additional Business”, seconded by Commissioner Evans.
Commissioner Young noted that these plans are for pad sites with crosswalk buttons.
The vote passed 5-0.
Commissioner Young made a motion to add the appointment of a Township Secretary, seconded by Commissioner Evans.
Commissioner Evans asked if this will be a temporary appointment. Commissioner Young and Commissioner Mullin replied that this is a temporary appointment until an interim manager or new manager is hired. The duties will include signing meeting documents like Ms. Denne did.
The vote passed 5-0.
Commissioner Evans’ Township Update
Welcome everyone, thank you for joining us. We are all in this together. Just a reminder, only questions or statements regarding an agenda item will be entertained under “Citizens to be Heard” at the top of the meeting. All other matters will be recognized during “Public Comment” at the end of the meeting.
Citizens to be Heard
Tony DiSario of 251 Loomis Avenue stated that the public was not asked for their comments when the motion was made for the two items to be added to additional business on the agenda.
Mr. DiSario asked about the PennDOT plans. Commissioner Young replied that the locations are for Bondsville Road and Humpton Road, Kings Highway and Caln Road, Bondsville Road and G O Carlson Boulevard, and Reeceville Road and Brandywine Hospital/School Driveway. Commissioner Young noted that these are PennDOT installations, and they are paying for them. Mr. Stackhouse noted that this is correct.
Commissioner Mullin noted that this is not just for the push buttons. Commissioner Young noted that it is also for the pad sites.
Township Solicitor – Ms. Camp
N/A
Township Engineer
Request for Consideration to Approve Final Payment Application #4 to MOR Construction Services Inc., in the Amount of $10,172.50 to Close Out the North Barley Sheaf Culvert Reconstruction Project – For Board consideration, Mr. Schmit offered final payment application #4 to MOR Construction Services Inc., in the Amount of $10,175.50 to close out the North Barley Sheaf Culvert Reconstruction Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #4 to MOR Construction Services Inc., in the amount of $10,172.50 to close out the project for the North Barley Sheaf Culvert Reconstruction Project. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #4 to MOR Construction Services Inc., in the Amount of $57,683.13 to Close Out the Barley Sheaf Swale Reconstruction Project – For Board consideration, Mr. Schmit offered final payment application #4 to MOR Construction Services Inc., in the amount of $57,683.13 to close out the Barley Sheaf Swale Reconstruction Project. Mr. Schmit noted a contract reduction of $8,625.00 that will revert to the Township.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #4 to MOR Construction Services Inc., in the amount of $57,683.13 to close out the project for the Barley Sheaf Swale Reconstruction Project. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #6 to Construction Masters Services, LLC., in the Amount of $16,166.00 to Close Out the Project for the Moore Road Bridge Replacement Project – For Board consideration, Mr. Schmit offered payment application #6 to Construction Masters Services LLC., in the amount of $16,166.00 to close out the Moore Road Bridge Replacement Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #6 to Construction Masters Services LLC., in the amount of $16,166.00 to close out the project for the Moore Road Bridge Replacement Project. Moved by Commissioner Evans and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Payment Application #4 to Lobar Site Development Corp., in the Amount of $88,975.37 for Work Performed Through June 30, 2023 for the Municipal Drive Bridge Replacement Project – For Board consideration, Mr. Schmit offered payment application #4 to Lobar Site Development Corp., in the amount of $88,975.37 for work performed through June 30, 2023 for the Municipal Drive Bridge Replacement Project. Mr. Schmit noted that there will be one more payment for this project.
Commissioner Mullin called for Board and public comments.
Commissioner Evans asked for the Bridge opening date. Mr. Stackhouse replied that the Bridge will open on Thursday August 3, 2023. Commissioner Young noted that he saw some of the sidewalk completed. Mr. Stackhouse replied that the plans for the new sidewalk on the west side were not designed to go past the Township right-of-way to the Doctors’ office driveway because the Township would need additional easements.
Illaria Steele of 411 Barley Sheaf Road asked Mr. Schmidt if he inspected her concern regarding the boulders on the side of Barley Sheaf Road. Mr. Schmidt replied that her concern is being reviewed internally and the Township Engineer is also involved.
Commissioner Mullin entertained a motion to approve payment application #4 to Lobar Site Development Corp., in the amount of $88,975.37 for work performed through June 30, 2023 for the Municipal Drive Bridge Replacement Project. Moved by Commissioner Evans and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #2 to Custer Excavation, in the Amount of $35,253.22 to Close Out the Project for the Park Drive Stormwater Conveyance System Replacement Project – For Board consideration, Mr. Schmit offered final payment application #2 to Custer Excavation, in the amount of $35,253.22 to close out the Park Drive Stormwater Conveyance System Replacement Project. Mr. Schmit noted that with the modification of scope and less work involved there is a contract reduction of $41,207.00, which will revert to the Township.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #2 to Custer Excavation, in the amount of $35,253.22 to close out the project for the Park Drive Stormwater Conveyance System Replacement Project. Moved by Commissioner Young and seconded by Commissioner Evans. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #2 to John A. DiRocco General Contractors, Inc., in the Amount of $7,076.23 to Close Out the Caln Park West Bioswale Project – For Board consideration, Mr. Schmit offered final payment application #2 to John A. DiRocco General Contractors, Inc., in the amount of $7.076.23 to close out the Caln Park West Bioswale Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #2 to John A. DiRocco General Contractors Inc., in the amount of $7,076.23 to close out the Caln Park West Bioswale Project. Moved by Commissioner Kennedy and seconded by Commissioner Tindaro. The vote passed 5-0.
Ordinances and Resolutions for Consideration
Request for Consideration to Adopt Resolution 2023-15, a Resolution Establishing Guidelines for the Use and Operation of Mobile Food Facilities Within the Township (Tabled 06/08/2023) – Commissioner Mullin asked the Board if they would like to discuss this ordinance or table it until August. Commissioner Evans replied that he has questions; however, he will follow the rest of the Board’s decision.
Mr. Stackhouse noted that the issue is that the Township zoning does not recognize food trucks as a use, so he would have to deny someone who wanted a food truck on a regular basis; however, he always allowed them for special events. Mr. Stackhouse also noted that the fire code has safety regulations as does the Chester County Health Department (Health Department). The only downfall for not addressing this is that the Township does not know if the food trucks would have a Health Department Certification or a protection system in their trucks.
Mr. Stackhouse noted that he is in the process of issuing permits for those who are voluntarily requesting one.
Commissioner Young noted that someone from the Health Department goes to events and inspects the food trucks.
Commissioner Young asked Mr. Stackhouse if West Chester Borough has a food truck permit. Mr. Stackhouse replied that they do as well as Phoenixville Borough. Mr. Stackhouse noted that he took language from those as well as other Municipalities to compile one for Caln Township. (Caln) Mr. Stackhouse also noted that this motion can wait until August.
Commissioner Mullin tabled consideration to adopt Resolution 2023-15 until the August meeting.
Request for Consideration to Adopt Resolution 2023-16 Amending Resolution 2023-01 to Add Fee for Food Truck Permits and Police Document Requests and Services (Tabled 06/08/2023) – The Board agreed to table consideration to adopt Resolution 2023-16 until the August meeting.
Minutes to Approve
Request for Consideration to Approve the June 27, 2023 Board of Commissioners Meeting Minutes – Commissioner Mullin called for Board comments, changes, or corrections. There were none.
Commissioner Mullin entertained a motion to approve the June 27, 2023 Board of Commissioners meeting minutes. Moved by Commissioner Young and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve the July 13, 2023 Board of Commissioners Meeting Minutes – Commissioner Mullin asked the Board to table consideration to approve the July 13, 2023 Board minutes until he can read them. The Board agreed to table approval until the August 10, 2023 meeting.
Acknowledgement of the Planning Commission Minutes
Request for Consideration to Acknowledge the Board Receipt of the June 20, 2023 Planning Commission Meeting Minutes – Commissioner Mullin called for Board comments. There were none.
Commissioner Mullin entertained a motion to acknowledge Board receipt of the June 20, 2023 Planning Commission minutes. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Finance Department – Ms. Swan
Financial Report – Ms. Swan noted that the Financials are on track for this time of year.
Request for Consideration to Order 2 Police Vehicles at $51,375.00 each, Totaling $102,750.00 – For Board consideration, Ms. Swan offered two police vehicles at $51,375.00 each with an additional $14,000.00 for an upfit charge.
Commissioner Mullin called for Board and public comments.
Commissioner Mullin asked Ms. Swan if these vehicles have been budgeted. Ms. Swan replied “yes”.
Ms. Swan noted that this price with the combination of the police vehicles equals what was transferred in 2022 from the General Fund Account.
Commissioner Young asked Ms. Swan if all the vehicles are bought under COSTARS. Ms. Swan replied “yes”. Commissioner Young also asked if these vehicles will be leased or paid for in full. Ms. Swan replied that they will be paid in full.
Chief Elias noted that the police department received a $75,000.00 equipment grant that will go towards these vehicles. Ms. Swan noted that approximately $18,000.00 will be paid to the Township by their insurance company for a police vehicle that was totaled. They have another vehicle to go onto Municibid that will generate approximately $12,000.00, which should cover most of the cost for both vehicles.
Commissioner Kennedy asked how long it takes for the Township to receive the vehicles once they are ordered. Mr. Stackhouse replied that in 2022 the order bank opened in October, and they ordered a F-350 and F-500, and as of today they have not received the F-550. Chief Elias noted that they ordered two vehicles in August 2022, and they just took delivery in July 2023.
Commissioner Mullin entertained a motion to authorize the order of two 2024 Ford Responders in the amount of $51,375.00.00 each, with an additional upfit charge of $14,000.00 totaling $65,375.00 with a final cost of $130,750.00. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passe 5-0.
Request for Consideration to Approve the Order of two Public Works Vehicles – For Board consideration, Ms. Swan offered two Public Works Department F-550s costing $71,840.00 each with an additional $50,165.00 upfit charge totaling $244,010.00.
Mr. Stackhouse noted that they are replacing the 2007 D4 and the 2019 D5 vehicles. Mr. Stackhouse also noted that these vehicles will be sold once he gets confirmation of delivery, Commissioner Young asked Mr. Stackhouse the condition of these vehicles. Mr. Stackhouse replied that they are costing the Township for repairs; however, they are in decent shape. Their older trucks sold for $9,000.00 to $12,000.00.
Commissioner Mullin called for Board and public comments.
Commissioner Kennedy asked how long it takes for the Township to receive the vehicles. once the vehicles are ordered. Mr. Stackhouse replied that in 2022 the order bank opened in October, and they ordered a F-350 and F-500 and as of today they have not received the F-550. Chief Elias noted that they ordered two vehicles in August 2022 and they just took delivery in July 2023.
Commissioner Mullin entertained a motion to authorize Ms. Swan to order two F-550 vehicles for the public works department with a base cost of $71,840.00 and an upfit cost of $50,165.00 totaling $244,010.00. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Request for Consideration to Approve the Accounts Payable Bill List for Checks 50440 to 50519 – Commissioner Mullin called for Board comments. There were none.
Commissioner Mullin entertained a motion to approve the accounts payable bill list for checks 50440 to 50519. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Directors Reports
Police Chief Elias – Clief Elias noted a few highlights from his department’s June 2023 report, which was previously provided to the Board.
Chief Elias noted a vehicle pursuit and subsequent foot pursuit that started in Coatesville and ended with the capture of three people in Caln Township, several stolen vehicle attempts at the Preserve at Milltown Apartments, a rash of thefts of unlocked vehicles and opened garage doors during the overnight hours. On July 26, 2023, Ingleside Golf Course had damaged turf and greens and a smashed porta potty, and a group of juveniles damaged greens tonight.
Chief Elias noted that he and Mr. Stackhouse visited Lab Corp and immediately detected a faint odor of marijuana. Lab Corp installed a lobby air purifier, one on the first floor, and one in the ceiling. Lab Corp shares a wall with the Apothecarium Dispensary (Apothecarium), which Yvette Smith suggested as a possible source of the smell at the July 27, 2023 Board meeting. He and Mr. Stackhouse made an unannounced visit to the Apothecarium in the strip mall. Their staff gave them a full tour of their facility and were very cooperative. Chief Elias also noted that he has a good idea of where the smell is coming from, however; he cannot provide any more information publicly because it is an active investigation.
Commissioner Tindaro asked Chief Elias if something happened at Citadel Bank. Chief Elias replied that someone using the ATM at night was robbed at gun point. Based on the victim’s description, the person was arrested and is in jail.
Fire Department Chief Taylor – Chief Taylor noted a few highlights from his department’s June 2023 report, which was previously provided to the Board.
Chief Taylor noted that on June 24, 2023, they donated and delivered a 1939 Chevy Antique Fire Engine to Schuylkill County Historical Society. Chief Taylor also noted that they found this engine in a junk yard in 2011.
Commissioner Mullin called for Board and public comments. There were none.
Thorndale Volunteer Fire Board Agreement – For Board consideration, Chief Taylor offered the Thorndale Volunteer Fire Agreement. Chief Taylor noted that the biggest change in the agreement is the removal of the quick response service disbanded on January 1, 2022, and updating the incident command vehicle.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve the Thorndale Volunteer Fire Agreement. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Director of Building and Life Safety/Public Works Mr. Stackhouse – Mr. Stackhouse noted that he will have his director’s report updated next month.
Mr. Stackhouse noted that the James Buchanan Road culvert job has been completed. Mr. Stackhouse also noted that the culvert was tested with the previous rainstorm, and they operated correctly.
Mr. Stackhouse noted that they will start their CDL training for four Public Works Employees who were hired without it.
Request for Consideration to Approve and Authorize the Board President to sign a Service Agreement from Gilmore & Associates Inc, in the Amount of $12,010.00 to Update the Township Roadway Capital Plan – For Board consideration, Mr. Stackhouse offered a service agreement from Gilmore & Associates Inc., in the amount of $12,010.00 to update the Township Roadway Capital Plan. Mr. Stackhouse noted that this capital plan was put together in 2018 and is an evaluation of the condition of the Township roads from a paving and maintenance perspective. The 2018 capital plan ended, meaning the identified roads were either paved or were to the point that the ones that were good, need to be evaluated now.
Mr. Stackhouse noted that the 2023 Road Program came in under what was anticipated, so they are anticipating using those Liquid Fuel money to fund this project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve and authorize the Board President to sign a service agreement from Gilmore & Associates Inc., in the amount of $12,010.00 to update the Township Roadway Capital Plan. Moved by Commissioner Tindaro and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Change Order #1 to Foresight Concepts, Inc., in the Amount
of $6,840.00 for the Reed Street Drainage Improvements Project for the Removal of Additional Tree Removal – For Board consideration, Mr. Stackhouse offered change order #1 to Foresight Concepts, Inc., in the amount of $6,840.00 for the Reed Street Drainage Improvements Project for the removal of additional trees.
Mr. Stackhouse noted that there are two types of change orders. One is because even though the design, engineering and everything that could possibility be done to design a project and bid it out properly is done, and once you go out there, things do not always go as planned. Mr. Stackhouse also noted that a legitimate change order is for unstable or unsuitable soil, which there is the potential to run into on almost every project.The first thing we do, if we can stop the project at that point, is we evaluate what the cost would be to make the change and evaluate if what they are doing is truly what they must do to manage the costs. Even when this happens, the first thing that happens is they give staff an idea of what the change order is going to be. The contracted engineer and staff discuss what it is, what the implications are and Staff either takes it to the Board or thinks that the cost is exorbitant or that the work does not need to be done and it can be done in a different way.
Mr. Stackhouse noted that the second type of change order is either from an omission or mistake by the design engineer. When it is first identified, Saff figures out what needs to be done and gets a quote and internally they vet whose fault it is.
Mr. Stackhouse noted that in this case the plan out to bid showed several trees in the paper alley on 14th Avenue, which had to be removed for the sewer extension. After the trees started to be removed and looking at the design it was identified by Gilmore that one tree was shown on the plan to not be removed, however; it has to be removed or it would jeopardize the sewer or kill the tree and it would fall. Mr. Stackhouse also noted that they are documenting this and will see where it goes from a legal perspective.
Commissioner Mullin called for Board and public comments.
Commissioner Young noted as a follow-up to Mr. Stackhouse’s comment; the Solicitor is looking at this and the Township needs to do this to move forward with the project. That is not to say the Township will not take action later to cover those funds. Mr. Stackhouse replied, “that is correct”. They have already identified additional change orders, and he has been in contact with the Township Solicitor and the Township will have to take action.
Mark DeYoung of 20 Beaver Run Road thanked Mr. Stackhouse for his change order explanation and for all his hard work.
Mr. Stackhouse informed the Board that Scot Gill has been a huge help with this project and will continue to be involved with a couple of remaining projects.
Illaria Steele of 411 Barley Sheaf Road asked who Scot Gill is. Mr. Stackhouse and Commissioner Mullin replied that Mr. Gill is the Director of the Wastewater Department.
Commissioner Mullin entertained a motion to approve change order #1 to Foresight Concepts Inc., in the amount of $6,840.00 for the Reed Street Drainage Improvements Project for the removal of additional tree. Moved by Commissioner Young and seconded by Commissioner Evans. The vote passed 5-0.
Commissioner Mullin noted that the Caln Township Welcome sign at the corner of Bailey Road and G O Calson needs to be painted. Mr. Stackhouse replied that the Public Works Department will take care of it.
Commissioner Evans informed Mr. Stackhouse that a resident reached out to him regarding a dangerous intersection, and he will send him pictures.
Minquas Fire Company Ambulance EMS Chief Steward – Chief Steward noted a few highlights from his June 2023 report, which was previously provided to the Board.
Chief Steward noted that Abbey Swan will feature their Fire Company and Ambulance EMS in the next township newsletter. Chief Steward also noted that August will be their one-year anniversary for putting a truck at the Thorndale Volunteer Fire House.
Ingleside Golf Course Ms. Shannon – Ms. Shannon was absent for the meeting.
Commissioner Evans noted that Ms. Shannon’s June report read: “We hosted 130 golfers a day on average through June. At that rate we have solid footing to acquire advertising contracts. Our goal will be to promote local businesses here in Caln in a way that is mutually beneficial”. Commissioner Evans also noted that this is the kind of thing that is needed to move forward to the next level.
Commissioner Evans noted that it was Mr. Stackhouse, the Public Works Department Staff, Abbey Swan, and Ms. Shannon who made sure that there were two golf carts at the Spackman-Davis Farm Town Tour. Ms. June Spackman would not have been able to attend and experience the family farm for one last time if she did not have the golf cart. Commissioner Evans also noted that he is proud of the Township, its residents, and Township Staff.
Additional Business
PennDOT Crosswalk Project DCMS12885 – Commissioner Mullin noted that this project involves upgrading or adding curb ramps at various locations. At signalized intersections, the existing signal permit plans are being revised to show the proposed curb ramps and push button locations if applicable and revised crosswalk and stop bar line painting. Mr. Stackhouse noted that PennDOT approached the Township a few months ago stating that they have money and where they are going to spend it throughout Chester County. Mr. Stackhouse also noted that this project also includes equipment that has not been replaced yet and if needed they will replace the preemption device that the police and emergency services use when they are approaching a light, so it turns green. Mr. Stackhouse showed the maps for approval of Kings Highway and Caln Road, Reeceville Road and Brandywine Hospital/School Driveway, Bondsville Road and Humpton Road, and Bondsville Road and G O Carlson Boulevard.
Mr. Stackhouse noted that there is no cost to the Township; however, the Township becomes the permittee, and pays for the maintenance.
Commissioner Mullin asked Mr. Stackhouse if he is aware of the project completion date. Mr. Stackhouse replied that he does not know when PennDOT will complete this project, however; he believes that it will start soon because they may need to spend their money before the end of the year.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve the PennDOT Crosswalk Project DCMS12885 four presented maps. Moved by Commissioner Evans and seconded by Commissioner Kennedy. The vote passed 5-0.
Township Secretary Appointment – Commissioner Mullin noted that July 29, 2023 is the Managers/Township Secretary’s last day of employment with the Township, so the Township must appoint a Township Secretary.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to appoint Abbey Swan as the temporary Township Secretary. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Commissioner Young asked someone to post the amended agenda as required by law.
Public Comments
Illaria Steele of 411 Barley Sheaf Road asked if the Township Manager was also the Township Secretary. Commissioner Mullin replied that she was the Township Secretary for signatures only. Commissioner Young replied that the Township Secretary is a legal term, and a Township Employee was requested to be appointed to that title. Commissioner Young also replied that this title will be changed to an interim manager or manager when they are hired.
Ms. Steele asked why the procedure of calling in a complaint was changed to requiring a complaint form be filled out. Ms. Steele noted a property located on Barley Sheaf Road that she used to call in about every year regarding high grass. Mr. Stackhouse replied that he is aware of this property and will have his employees handle this. Mr. Stackhouse also replied that he initiated a new procedure to prioritize complaints. You can fill out a complaint form in the office or on the Township website. Commissioner Mullin asked that this property be looked at more often.
Ms. Steele noted that the streetlight globes are on all the time and two are tilted and need to be fixed. One is in front of Caln School and the other is the first driveway to the left of the school. Mr. Stackhouse replied that the lights are on all the time and scheduled to be replaced with the light grant; however, the bulbs are backordered.
Ms. Steele noted that she saw the trash or recycling truck dump her recycling and trash into one truck. Mr. Stackhouse noted that he is currently texting Mr. Gill. Commissioner Mullin replied that you can call the Township office if you see this again.
Ms. Steele noted that when Commissioner Young said the word “up charge”, the public needs a clear meaning of the word as well as when vehicles are mentioned.
Commissioner Evans noted that the Hauler is currently having issues and he believes that they are getting them resolved.
Ms. Steele noted that the light bulbs for the “Welcome to Caln Township” signs need to be replaced in front of the Double D Diner and the one at the corner of Bondsville Road and G O Carlson Boulevard. Commissioner Young replied that the Double D Diner sign is the only one that has a light. Mr. Stackhouse replied that he will have the Public Works Department check the light.
Ms. Steele suggested that Caln Township consider having Christmas decorations along Lincoln Highway. Commissioner Evans replied that the Board has been talking about this already.
Ms. Steele asked if Ms. Denne is receiving a “package” when she leaves employment with the Township. Commissioner Evans replied that she formally resigned and there is no “package”.
Adjournment
Commissioner Mullin entertained a motion to adjourn the July 27, 2023 Board of Commissioners meeting minutes. Moved by Commissioner Evans and seconded by Commissioner Tindaro. The vote passed.
Respectfully Submitted,
Denise Miller
Assist. Township Secretary
Board of Commissioners
July 27, 2023
7:30 PM
Hybrid Meeting
Call to Order and Pledge of Allegiance: Commissioner Mullin called the Board of Commissioners meeting to order at 7:35 PM. Commissioner Mullin then called for the Pledge of Allegiance to the flag.
Board Members Present: Paul Mullin-President, Jane Kennedy-Vice President, Joshua Young-Commissioner, Lorraine Tindaro-Commissioner, and Mark Evans-Commissioner.
Staff Members Present: Kristen Denne-Township Manager/Township Secretary (Absent), Denise Miller-Assistant Township Secretary/Administrative Assistant, Lisa Swan-Township Finance Director/Treasurer, Ray Stackhouse-Director of Building and Life Safety/ Public Works Department, Scot Gill-Municipal Authority Director, and Nicole Shannon-Ingleside Golf Course Manager/Superintendent (Absent).
Professionals Present: Kristin Camp Township Solicitor (Absent), and ARRO Senior Project Manager-Karl Schmit.
Special Guest: Chief Steward-Minquas Fire Company Ambulance Service and Chief Taylor- Thorndale Fire Company.
The Board of Commissioners July 27, 2023 agenda was posted on the Township website, and at the Township Building, on July 26, 2023. Agendas were made available for the public at the meeting. Also provided were the financial report and bill list. The Waived revised agenda was posted on the Township website, and at the Township Building on July 28, 2023.
The 2023 Township Board of Commissioners meetings were published in the Daily Local News, on December 27, 2022.
Commissioner Mullin noted that there was an Executive Session on July 26, 2023 on personnel matters.
Commissioner Young made a motion to add the approval of plans for the PennDOT Crosswalk Project DCMS12885 under “Additional Business”, seconded by Commissioner Evans.
Commissioner Young noted that these plans are for pad sites with crosswalk buttons.
The vote passed 5-0.
Commissioner Young made a motion to add the appointment of a Township Secretary, seconded by Commissioner Evans.
Commissioner Evans asked if this will be a temporary appointment. Commissioner Young and Commissioner Mullin replied that this is a temporary appointment until an interim manager or new manager is hired. The duties will include signing meeting documents like Ms. Denne did.
The vote passed 5-0.
Commissioner Evans’ Township Update
Welcome everyone, thank you for joining us. We are all in this together. Just a reminder, only questions or statements regarding an agenda item will be entertained under “Citizens to be Heard” at the top of the meeting. All other matters will be recognized during “Public Comment” at the end of the meeting.
- CHANGING OF THE GUARD: Tomorrow is the final day for our current township manager. We have an exceptional search firm busy recruiting the right manager for both our present and future. In the meantime, there’s a couple of strong candidates for the role of interim manager we are looking at. It is our intention to fill that position ASAP to ensure operations continue without any hiccups.
- NATIONAL NIGHT OUT RETURNS: Next Tuesday is National Night Out, and we have it going on right here in the Municipal Park with the great Chico’s Vibe rockin the house, plus fireworks, and more. The fun starts at 6:00 PM, so come out and celebrate the right way with your neighbors, make new friends, and party like it’s 19… well, you know.
- CALN’S FINEST: Our great police force has been busy, as always, keeping us safe. Today they were involved in another stolen vehicle foot chase, and once again saved the day. Thank you for your exemplary service – you are appreciated and respected here.
- THE HEAT IS ON: Today’s expected storms did come, so there was no break from the oppressive and deadly heat wave we’ve been experiencing, and tomorrow promises to be even worse. Please, be safe, stay hydrated, and don’t overdo it. And remember – your furry friends’ paws can suffer nasty burns on hot parking lots and sidewalks, walk them in the grass when possible.
- SPEAKING OF STORMS: We were walloped this week. Our infrastructure was not designed for the long-term effects of climate change – the intensity and frequency of storms like this have dramatically increased in recent years, and they’re only going to get worse. We are doing our best to locate potential stormwater issues and address them before the next Ida Hurricane. If you see a road starting to flood, get off it, don’t try to drive through it, mother nature wins that battle every time.
- Thank you to everyone who came out to Spackman-Davis Farm to experience “Time Machine” last Thursday, and to all the selfless volunteers who were so generous with their time and talents. We had 307 people out there last Thursday, a post COVID-19 record for the county, and #8 all-time for attendance – going back to the 1990’s, and the county does ten historic tours every year. The most frequently asked question was “when are you doing something like this again?”, and the most common comment was “you could charge a lot for this you know”. Again, successful events like this don’t happen in a silo, it takes a village, and last week the village of Caln stood tall among its peers in Chester County. More to come…
- When we all work together, there’s nothing we can’t do. Spread kindness everyone. Anger, grudges, and resentments are not worth our time or energy. Compassion, Empathy, Peace, and Love – these are what make the world go round.
Citizens to be Heard
Tony DiSario of 251 Loomis Avenue stated that the public was not asked for their comments when the motion was made for the two items to be added to additional business on the agenda.
Mr. DiSario asked about the PennDOT plans. Commissioner Young replied that the locations are for Bondsville Road and Humpton Road, Kings Highway and Caln Road, Bondsville Road and G O Carlson Boulevard, and Reeceville Road and Brandywine Hospital/School Driveway. Commissioner Young noted that these are PennDOT installations, and they are paying for them. Mr. Stackhouse noted that this is correct.
Commissioner Mullin noted that this is not just for the push buttons. Commissioner Young noted that it is also for the pad sites.
Township Solicitor – Ms. Camp
N/A
Township Engineer
Request for Consideration to Approve Final Payment Application #4 to MOR Construction Services Inc., in the Amount of $10,172.50 to Close Out the North Barley Sheaf Culvert Reconstruction Project – For Board consideration, Mr. Schmit offered final payment application #4 to MOR Construction Services Inc., in the Amount of $10,175.50 to close out the North Barley Sheaf Culvert Reconstruction Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #4 to MOR Construction Services Inc., in the amount of $10,172.50 to close out the project for the North Barley Sheaf Culvert Reconstruction Project. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #4 to MOR Construction Services Inc., in the Amount of $57,683.13 to Close Out the Barley Sheaf Swale Reconstruction Project – For Board consideration, Mr. Schmit offered final payment application #4 to MOR Construction Services Inc., in the amount of $57,683.13 to close out the Barley Sheaf Swale Reconstruction Project. Mr. Schmit noted a contract reduction of $8,625.00 that will revert to the Township.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #4 to MOR Construction Services Inc., in the amount of $57,683.13 to close out the project for the Barley Sheaf Swale Reconstruction Project. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #6 to Construction Masters Services, LLC., in the Amount of $16,166.00 to Close Out the Project for the Moore Road Bridge Replacement Project – For Board consideration, Mr. Schmit offered payment application #6 to Construction Masters Services LLC., in the amount of $16,166.00 to close out the Moore Road Bridge Replacement Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #6 to Construction Masters Services LLC., in the amount of $16,166.00 to close out the project for the Moore Road Bridge Replacement Project. Moved by Commissioner Evans and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Payment Application #4 to Lobar Site Development Corp., in the Amount of $88,975.37 for Work Performed Through June 30, 2023 for the Municipal Drive Bridge Replacement Project – For Board consideration, Mr. Schmit offered payment application #4 to Lobar Site Development Corp., in the amount of $88,975.37 for work performed through June 30, 2023 for the Municipal Drive Bridge Replacement Project. Mr. Schmit noted that there will be one more payment for this project.
Commissioner Mullin called for Board and public comments.
Commissioner Evans asked for the Bridge opening date. Mr. Stackhouse replied that the Bridge will open on Thursday August 3, 2023. Commissioner Young noted that he saw some of the sidewalk completed. Mr. Stackhouse replied that the plans for the new sidewalk on the west side were not designed to go past the Township right-of-way to the Doctors’ office driveway because the Township would need additional easements.
Illaria Steele of 411 Barley Sheaf Road asked Mr. Schmidt if he inspected her concern regarding the boulders on the side of Barley Sheaf Road. Mr. Schmidt replied that her concern is being reviewed internally and the Township Engineer is also involved.
Commissioner Mullin entertained a motion to approve payment application #4 to Lobar Site Development Corp., in the amount of $88,975.37 for work performed through June 30, 2023 for the Municipal Drive Bridge Replacement Project. Moved by Commissioner Evans and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #2 to Custer Excavation, in the Amount of $35,253.22 to Close Out the Project for the Park Drive Stormwater Conveyance System Replacement Project – For Board consideration, Mr. Schmit offered final payment application #2 to Custer Excavation, in the amount of $35,253.22 to close out the Park Drive Stormwater Conveyance System Replacement Project. Mr. Schmit noted that with the modification of scope and less work involved there is a contract reduction of $41,207.00, which will revert to the Township.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #2 to Custer Excavation, in the amount of $35,253.22 to close out the project for the Park Drive Stormwater Conveyance System Replacement Project. Moved by Commissioner Young and seconded by Commissioner Evans. The vote passed 5-0.
Request for Consideration to Approve Final Payment Application #2 to John A. DiRocco General Contractors, Inc., in the Amount of $7,076.23 to Close Out the Caln Park West Bioswale Project – For Board consideration, Mr. Schmit offered final payment application #2 to John A. DiRocco General Contractors, Inc., in the amount of $7.076.23 to close out the Caln Park West Bioswale Project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve final payment application #2 to John A. DiRocco General Contractors Inc., in the amount of $7,076.23 to close out the Caln Park West Bioswale Project. Moved by Commissioner Kennedy and seconded by Commissioner Tindaro. The vote passed 5-0.
Ordinances and Resolutions for Consideration
Request for Consideration to Adopt Resolution 2023-15, a Resolution Establishing Guidelines for the Use and Operation of Mobile Food Facilities Within the Township (Tabled 06/08/2023) – Commissioner Mullin asked the Board if they would like to discuss this ordinance or table it until August. Commissioner Evans replied that he has questions; however, he will follow the rest of the Board’s decision.
Mr. Stackhouse noted that the issue is that the Township zoning does not recognize food trucks as a use, so he would have to deny someone who wanted a food truck on a regular basis; however, he always allowed them for special events. Mr. Stackhouse also noted that the fire code has safety regulations as does the Chester County Health Department (Health Department). The only downfall for not addressing this is that the Township does not know if the food trucks would have a Health Department Certification or a protection system in their trucks.
Mr. Stackhouse noted that he is in the process of issuing permits for those who are voluntarily requesting one.
Commissioner Young noted that someone from the Health Department goes to events and inspects the food trucks.
Commissioner Young asked Mr. Stackhouse if West Chester Borough has a food truck permit. Mr. Stackhouse replied that they do as well as Phoenixville Borough. Mr. Stackhouse noted that he took language from those as well as other Municipalities to compile one for Caln Township. (Caln) Mr. Stackhouse also noted that this motion can wait until August.
Commissioner Mullin tabled consideration to adopt Resolution 2023-15 until the August meeting.
Request for Consideration to Adopt Resolution 2023-16 Amending Resolution 2023-01 to Add Fee for Food Truck Permits and Police Document Requests and Services (Tabled 06/08/2023) – The Board agreed to table consideration to adopt Resolution 2023-16 until the August meeting.
Minutes to Approve
Request for Consideration to Approve the June 27, 2023 Board of Commissioners Meeting Minutes – Commissioner Mullin called for Board comments, changes, or corrections. There were none.
Commissioner Mullin entertained a motion to approve the June 27, 2023 Board of Commissioners meeting minutes. Moved by Commissioner Young and seconded by Commissioner Kennedy. The vote passed 5-0.
Request for Consideration to Approve the July 13, 2023 Board of Commissioners Meeting Minutes – Commissioner Mullin asked the Board to table consideration to approve the July 13, 2023 Board minutes until he can read them. The Board agreed to table approval until the August 10, 2023 meeting.
Acknowledgement of the Planning Commission Minutes
Request for Consideration to Acknowledge the Board Receipt of the June 20, 2023 Planning Commission Meeting Minutes – Commissioner Mullin called for Board comments. There were none.
Commissioner Mullin entertained a motion to acknowledge Board receipt of the June 20, 2023 Planning Commission minutes. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Finance Department – Ms. Swan
Financial Report – Ms. Swan noted that the Financials are on track for this time of year.
Request for Consideration to Order 2 Police Vehicles at $51,375.00 each, Totaling $102,750.00 – For Board consideration, Ms. Swan offered two police vehicles at $51,375.00 each with an additional $14,000.00 for an upfit charge.
Commissioner Mullin called for Board and public comments.
Commissioner Mullin asked Ms. Swan if these vehicles have been budgeted. Ms. Swan replied “yes”.
Ms. Swan noted that this price with the combination of the police vehicles equals what was transferred in 2022 from the General Fund Account.
Commissioner Young asked Ms. Swan if all the vehicles are bought under COSTARS. Ms. Swan replied “yes”. Commissioner Young also asked if these vehicles will be leased or paid for in full. Ms. Swan replied that they will be paid in full.
Chief Elias noted that the police department received a $75,000.00 equipment grant that will go towards these vehicles. Ms. Swan noted that approximately $18,000.00 will be paid to the Township by their insurance company for a police vehicle that was totaled. They have another vehicle to go onto Municibid that will generate approximately $12,000.00, which should cover most of the cost for both vehicles.
Commissioner Kennedy asked how long it takes for the Township to receive the vehicles once they are ordered. Mr. Stackhouse replied that in 2022 the order bank opened in October, and they ordered a F-350 and F-500, and as of today they have not received the F-550. Chief Elias noted that they ordered two vehicles in August 2022, and they just took delivery in July 2023.
Commissioner Mullin entertained a motion to authorize the order of two 2024 Ford Responders in the amount of $51,375.00.00 each, with an additional upfit charge of $14,000.00 totaling $65,375.00 with a final cost of $130,750.00. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passe 5-0.
Request for Consideration to Approve the Order of two Public Works Vehicles – For Board consideration, Ms. Swan offered two Public Works Department F-550s costing $71,840.00 each with an additional $50,165.00 upfit charge totaling $244,010.00.
Mr. Stackhouse noted that they are replacing the 2007 D4 and the 2019 D5 vehicles. Mr. Stackhouse also noted that these vehicles will be sold once he gets confirmation of delivery, Commissioner Young asked Mr. Stackhouse the condition of these vehicles. Mr. Stackhouse replied that they are costing the Township for repairs; however, they are in decent shape. Their older trucks sold for $9,000.00 to $12,000.00.
Commissioner Mullin called for Board and public comments.
Commissioner Kennedy asked how long it takes for the Township to receive the vehicles. once the vehicles are ordered. Mr. Stackhouse replied that in 2022 the order bank opened in October, and they ordered a F-350 and F-500 and as of today they have not received the F-550. Chief Elias noted that they ordered two vehicles in August 2022 and they just took delivery in July 2023.
Commissioner Mullin entertained a motion to authorize Ms. Swan to order two F-550 vehicles for the public works department with a base cost of $71,840.00 and an upfit cost of $50,165.00 totaling $244,010.00. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Request for Consideration to Approve the Accounts Payable Bill List for Checks 50440 to 50519 – Commissioner Mullin called for Board comments. There were none.
Commissioner Mullin entertained a motion to approve the accounts payable bill list for checks 50440 to 50519. Moved by Commissioner Tindaro and seconded by Commissioner Kennedy. The vote passed 5-0.
Directors Reports
Police Chief Elias – Clief Elias noted a few highlights from his department’s June 2023 report, which was previously provided to the Board.
Chief Elias noted a vehicle pursuit and subsequent foot pursuit that started in Coatesville and ended with the capture of three people in Caln Township, several stolen vehicle attempts at the Preserve at Milltown Apartments, a rash of thefts of unlocked vehicles and opened garage doors during the overnight hours. On July 26, 2023, Ingleside Golf Course had damaged turf and greens and a smashed porta potty, and a group of juveniles damaged greens tonight.
Chief Elias noted that he and Mr. Stackhouse visited Lab Corp and immediately detected a faint odor of marijuana. Lab Corp installed a lobby air purifier, one on the first floor, and one in the ceiling. Lab Corp shares a wall with the Apothecarium Dispensary (Apothecarium), which Yvette Smith suggested as a possible source of the smell at the July 27, 2023 Board meeting. He and Mr. Stackhouse made an unannounced visit to the Apothecarium in the strip mall. Their staff gave them a full tour of their facility and were very cooperative. Chief Elias also noted that he has a good idea of where the smell is coming from, however; he cannot provide any more information publicly because it is an active investigation.
Commissioner Tindaro asked Chief Elias if something happened at Citadel Bank. Chief Elias replied that someone using the ATM at night was robbed at gun point. Based on the victim’s description, the person was arrested and is in jail.
Fire Department Chief Taylor – Chief Taylor noted a few highlights from his department’s June 2023 report, which was previously provided to the Board.
Chief Taylor noted that on June 24, 2023, they donated and delivered a 1939 Chevy Antique Fire Engine to Schuylkill County Historical Society. Chief Taylor also noted that they found this engine in a junk yard in 2011.
Commissioner Mullin called for Board and public comments. There were none.
Thorndale Volunteer Fire Board Agreement – For Board consideration, Chief Taylor offered the Thorndale Volunteer Fire Agreement. Chief Taylor noted that the biggest change in the agreement is the removal of the quick response service disbanded on January 1, 2022, and updating the incident command vehicle.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve the Thorndale Volunteer Fire Agreement. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Director of Building and Life Safety/Public Works Mr. Stackhouse – Mr. Stackhouse noted that he will have his director’s report updated next month.
Mr. Stackhouse noted that the James Buchanan Road culvert job has been completed. Mr. Stackhouse also noted that the culvert was tested with the previous rainstorm, and they operated correctly.
Mr. Stackhouse noted that they will start their CDL training for four Public Works Employees who were hired without it.
Request for Consideration to Approve and Authorize the Board President to sign a Service Agreement from Gilmore & Associates Inc, in the Amount of $12,010.00 to Update the Township Roadway Capital Plan – For Board consideration, Mr. Stackhouse offered a service agreement from Gilmore & Associates Inc., in the amount of $12,010.00 to update the Township Roadway Capital Plan. Mr. Stackhouse noted that this capital plan was put together in 2018 and is an evaluation of the condition of the Township roads from a paving and maintenance perspective. The 2018 capital plan ended, meaning the identified roads were either paved or were to the point that the ones that were good, need to be evaluated now.
Mr. Stackhouse noted that the 2023 Road Program came in under what was anticipated, so they are anticipating using those Liquid Fuel money to fund this project.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve and authorize the Board President to sign a service agreement from Gilmore & Associates Inc., in the amount of $12,010.00 to update the Township Roadway Capital Plan. Moved by Commissioner Tindaro and seconded by Commissioner Young. The vote passed 5-0.
Request for Consideration to Approve Change Order #1 to Foresight Concepts, Inc., in the Amount
of $6,840.00 for the Reed Street Drainage Improvements Project for the Removal of Additional Tree Removal – For Board consideration, Mr. Stackhouse offered change order #1 to Foresight Concepts, Inc., in the amount of $6,840.00 for the Reed Street Drainage Improvements Project for the removal of additional trees.
Mr. Stackhouse noted that there are two types of change orders. One is because even though the design, engineering and everything that could possibility be done to design a project and bid it out properly is done, and once you go out there, things do not always go as planned. Mr. Stackhouse also noted that a legitimate change order is for unstable or unsuitable soil, which there is the potential to run into on almost every project.The first thing we do, if we can stop the project at that point, is we evaluate what the cost would be to make the change and evaluate if what they are doing is truly what they must do to manage the costs. Even when this happens, the first thing that happens is they give staff an idea of what the change order is going to be. The contracted engineer and staff discuss what it is, what the implications are and Staff either takes it to the Board or thinks that the cost is exorbitant or that the work does not need to be done and it can be done in a different way.
Mr. Stackhouse noted that the second type of change order is either from an omission or mistake by the design engineer. When it is first identified, Saff figures out what needs to be done and gets a quote and internally they vet whose fault it is.
Mr. Stackhouse noted that in this case the plan out to bid showed several trees in the paper alley on 14th Avenue, which had to be removed for the sewer extension. After the trees started to be removed and looking at the design it was identified by Gilmore that one tree was shown on the plan to not be removed, however; it has to be removed or it would jeopardize the sewer or kill the tree and it would fall. Mr. Stackhouse also noted that they are documenting this and will see where it goes from a legal perspective.
Commissioner Mullin called for Board and public comments.
Commissioner Young noted as a follow-up to Mr. Stackhouse’s comment; the Solicitor is looking at this and the Township needs to do this to move forward with the project. That is not to say the Township will not take action later to cover those funds. Mr. Stackhouse replied, “that is correct”. They have already identified additional change orders, and he has been in contact with the Township Solicitor and the Township will have to take action.
Mark DeYoung of 20 Beaver Run Road thanked Mr. Stackhouse for his change order explanation and for all his hard work.
Mr. Stackhouse informed the Board that Scot Gill has been a huge help with this project and will continue to be involved with a couple of remaining projects.
Illaria Steele of 411 Barley Sheaf Road asked who Scot Gill is. Mr. Stackhouse and Commissioner Mullin replied that Mr. Gill is the Director of the Wastewater Department.
Commissioner Mullin entertained a motion to approve change order #1 to Foresight Concepts Inc., in the amount of $6,840.00 for the Reed Street Drainage Improvements Project for the removal of additional tree. Moved by Commissioner Young and seconded by Commissioner Evans. The vote passed 5-0.
Commissioner Mullin noted that the Caln Township Welcome sign at the corner of Bailey Road and G O Calson needs to be painted. Mr. Stackhouse replied that the Public Works Department will take care of it.
Commissioner Evans informed Mr. Stackhouse that a resident reached out to him regarding a dangerous intersection, and he will send him pictures.
Minquas Fire Company Ambulance EMS Chief Steward – Chief Steward noted a few highlights from his June 2023 report, which was previously provided to the Board.
Chief Steward noted that Abbey Swan will feature their Fire Company and Ambulance EMS in the next township newsletter. Chief Steward also noted that August will be their one-year anniversary for putting a truck at the Thorndale Volunteer Fire House.
Ingleside Golf Course Ms. Shannon – Ms. Shannon was absent for the meeting.
Commissioner Evans noted that Ms. Shannon’s June report read: “We hosted 130 golfers a day on average through June. At that rate we have solid footing to acquire advertising contracts. Our goal will be to promote local businesses here in Caln in a way that is mutually beneficial”. Commissioner Evans also noted that this is the kind of thing that is needed to move forward to the next level.
Commissioner Evans noted that it was Mr. Stackhouse, the Public Works Department Staff, Abbey Swan, and Ms. Shannon who made sure that there were two golf carts at the Spackman-Davis Farm Town Tour. Ms. June Spackman would not have been able to attend and experience the family farm for one last time if she did not have the golf cart. Commissioner Evans also noted that he is proud of the Township, its residents, and Township Staff.
Additional Business
PennDOT Crosswalk Project DCMS12885 – Commissioner Mullin noted that this project involves upgrading or adding curb ramps at various locations. At signalized intersections, the existing signal permit plans are being revised to show the proposed curb ramps and push button locations if applicable and revised crosswalk and stop bar line painting. Mr. Stackhouse noted that PennDOT approached the Township a few months ago stating that they have money and where they are going to spend it throughout Chester County. Mr. Stackhouse also noted that this project also includes equipment that has not been replaced yet and if needed they will replace the preemption device that the police and emergency services use when they are approaching a light, so it turns green. Mr. Stackhouse showed the maps for approval of Kings Highway and Caln Road, Reeceville Road and Brandywine Hospital/School Driveway, Bondsville Road and Humpton Road, and Bondsville Road and G O Carlson Boulevard.
Mr. Stackhouse noted that there is no cost to the Township; however, the Township becomes the permittee, and pays for the maintenance.
Commissioner Mullin asked Mr. Stackhouse if he is aware of the project completion date. Mr. Stackhouse replied that he does not know when PennDOT will complete this project, however; he believes that it will start soon because they may need to spend their money before the end of the year.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to approve the PennDOT Crosswalk Project DCMS12885 four presented maps. Moved by Commissioner Evans and seconded by Commissioner Kennedy. The vote passed 5-0.
Township Secretary Appointment – Commissioner Mullin noted that July 29, 2023 is the Managers/Township Secretary’s last day of employment with the Township, so the Township must appoint a Township Secretary.
Commissioner Mullin called for Board and public comments. There were none.
Commissioner Mullin entertained a motion to appoint Abbey Swan as the temporary Township Secretary. Moved by Commissioner Young and seconded by Commissioner Tindaro. The vote passed 5-0.
Commissioner Young asked someone to post the amended agenda as required by law.
Public Comments
Illaria Steele of 411 Barley Sheaf Road asked if the Township Manager was also the Township Secretary. Commissioner Mullin replied that she was the Township Secretary for signatures only. Commissioner Young replied that the Township Secretary is a legal term, and a Township Employee was requested to be appointed to that title. Commissioner Young also replied that this title will be changed to an interim manager or manager when they are hired.
Ms. Steele asked why the procedure of calling in a complaint was changed to requiring a complaint form be filled out. Ms. Steele noted a property located on Barley Sheaf Road that she used to call in about every year regarding high grass. Mr. Stackhouse replied that he is aware of this property and will have his employees handle this. Mr. Stackhouse also replied that he initiated a new procedure to prioritize complaints. You can fill out a complaint form in the office or on the Township website. Commissioner Mullin asked that this property be looked at more often.
Ms. Steele noted that the streetlight globes are on all the time and two are tilted and need to be fixed. One is in front of Caln School and the other is the first driveway to the left of the school. Mr. Stackhouse replied that the lights are on all the time and scheduled to be replaced with the light grant; however, the bulbs are backordered.
Ms. Steele noted that she saw the trash or recycling truck dump her recycling and trash into one truck. Mr. Stackhouse noted that he is currently texting Mr. Gill. Commissioner Mullin replied that you can call the Township office if you see this again.
Ms. Steele noted that when Commissioner Young said the word “up charge”, the public needs a clear meaning of the word as well as when vehicles are mentioned.
Commissioner Evans noted that the Hauler is currently having issues and he believes that they are getting them resolved.
Ms. Steele noted that the light bulbs for the “Welcome to Caln Township” signs need to be replaced in front of the Double D Diner and the one at the corner of Bondsville Road and G O Carlson Boulevard. Commissioner Young replied that the Double D Diner sign is the only one that has a light. Mr. Stackhouse replied that he will have the Public Works Department check the light.
Ms. Steele suggested that Caln Township consider having Christmas decorations along Lincoln Highway. Commissioner Evans replied that the Board has been talking about this already.
Ms. Steele asked if Ms. Denne is receiving a “package” when she leaves employment with the Township. Commissioner Evans replied that she formally resigned and there is no “package”.
Adjournment
Commissioner Mullin entertained a motion to adjourn the July 27, 2023 Board of Commissioners meeting minutes. Moved by Commissioner Evans and seconded by Commissioner Tindaro. The vote passed.
Respectfully Submitted,
Denise Miller
Assist. Township Secretary
