Caln Township Board of Commissioners
253 Municipal Drive
Thorndale, PA 19372
July 14, 2016 7:30 PM
Call to order and pledge of allegiance.
Attendance – Cynthia Eshleman; President, Jennifer Breton; Vice President, John Contento; Commissioner, Joshua Young; Commissioner, George Chambers; Commissioner; Peter Marshall; Interim Township Manager, and Jeffrey W. McClintock, PE, CFM; Township Engineer.
Executive Session
Commissioner Eshleman announced that prior to tonight’s meeting, an Executive Session was held to discuss legal and personnel matters.
Moment of Silence – Commissioner Eshleman called for a moment of silence for all first responders and military, all over the world.
Swearing in Ceremony – Chief Elias noted 2016 new hire Officer Michael Kopil. Chief Elias introduced Senior Judge Ronald Nagle of the Court of Common Pleas of Chester County, who swore in Officer Michael Kopil.
Citizens to be heard
Mrs. Bernard commented on Humpton and North Bailey Roads being nicely maintained, and Fisherville Road and Caln Meeting House stop sign with overgrown vegetation.
Ordinances and Resolutions for Consideration
Resolution 2016-17 – Commissioner Eshleman entertained a motion approving Resolution 2016-17 for the purpose of appointing the required voting delegates as CTCC Representatives with the following selections: Primary; Commissioner George Chambers, First Alternate; Finance Director H. Charles Wilson and Second Alternate; Treasurer Bonnie Smith as voting delegates. Moved by Commissioner Chambers and seconded by Commissioner Breton. Vote passed 5-0.
Resolution 2016-18 – Commissioner Eshleman entertained a motion approving Resolution 2016-18 requesting an amendment to the Sterling Act. Moved by Commissioner Contento and seconded by Commissioner Young. Vote passed 5-0.
Land Development Dedication Processing – Mr. Jeffrey McClintock PE, CFM-Township Engineer
Report Chart – Mr. McClintock noted that there are no items for Board action at this meeting.
Royal Farms LD 2015 PennDOT Agreement Execution – Mr. McClintock introduced Mr. Freedman and Mr. Colagreco, and offered a PennDOT Agreement Execution for Board consideration. Commissioner Eshleman entertained a motion to approve a PennDot Agreement Execution. Moved by Commissioner Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Wawa Reeceville 2016 status – Mr. McClintock noted the applicant has requested this agenda item be tabled for two weeks.
Engineering – Mr. Jeffrey McClintock P.E. CFM-Township Engineer
Route 30 Multi-Modal Transportation Study acceptance letter – Mr. McClintock noted that the township has participated in the preparation of the Route 30 Multi-Modal Transportation Study through involvement in the Study Advisory Committee. The Chester County Planning Commission’s Vision Partnership Grant Program funded a part of this study, along with funds from the Township and other participating Municipalities. Mr. McClintock also noted that the Board needs to officially accept the study for reimbursement purposes. He stated that the County requires a letter of acceptance of the study by each municipality be issued to allow for the release of the funds to the Lead Municipality, which is Caln Township, for this study to receive the Vision Partnership Grants Funds. Mr. McClintock offered this letter of acceptance, for Board approval. Commissioner Contento made a motion, seconded by Commissioner Breton, authorizing the President of the Board of Commissioners to sign the July 14 letter to Mrs. Elk of the Planning Services of Chester County regarding the Route 30 Multi-Modal Transportation Study. Vote passed 5-0.
MS4 proposal – For Board consideration, Mr. McClintock offered a proposal for Professional Services from Cedarville Engineering Group, LLC in the amount of $3,298.00. Commissioner Eshleman entertained a motion to approve a proposal for Professional Services from Cedarville Engineering Group, LLC for the MS4 progress report, in the amount of $3,298.00. Moved by Commissioner Young and seconded by Commissioner Chambers. Vote passed 5-0.
2016 Caln Township US 322 Traffic Signal ARLE Project Construction Services Proposal – For Board consideration, Mr. McClintock offered a proposal for Traffic Signal Constructions Services from McMahon Transportation Engineers & Planning for a not to exceed price of $3,818.00. Commissioner Eshleman entertained a motion to approve the proposal from McMahon Transportation Engineers & Planning for Traffic Signal Construction Services for a not to exceed price of $3,818.00. Moved by Commissioner Young and seconded by Commissioner Contento. Vote passed 5-0.
2016 G.O. Carlson Boulevard East Pavement Overlay Project Status – Mr. McClintock noted the Board awarded the project to Charlestown Paving and Excavating, Inc. with a price of $149,771.00 at the May 12, 2016 meeting. The roadway was paved in early June and a change order was issued to resolve a puddling issue at the intersection of G.O. Carlson and Beaver Run Road. He stated he is hopeful to close the project in July.
2016 Sylvan Drive Culvert Replacement Project Status – Mr. McClintock noted the project’s Notice of Award was issued on June 11, 2016, and the Notice to Proceed was issued on July 3, 2016.
2016 Roadwork Discussion – Mr. McClintock would like Board consensus to rent a paving planer machine to assist in the pavement repair work at a price of $3,980.00 for a period of one month. Board consensus was for Mr. Marshall to execute Mr. McClintock’s request.
Other – Mr. Jeffrey McClintock P.E. CTM–Township Engineer
Stormwater Management Discussion – Mr. McClintock asked the Board if they would like to spend approximately 30 minutes at a Board meeting or have a separate meeting for further discussion on items related to stormwater management. Commissioner Eshleman noted they are looking for a third member on the Stormwater Committee. Commissioner Eshleman suggested sending the members an email and schedule a meeting to report their recommendations to the Board.
Facilities Discussion – Mr. Jeffrey McClintock P.E. CTM-Township Engineer
Parks Water Fountains – For Board consideration, Mr. McClintock offered two new water fountains at Dawkins and Municipal Park for replacement at a price of $4,720.00 each. He stated Dawkins Park has a budget of $1,000.00 whereas Municipal Park has a budget of $4,000 however, each fountain costs $4,700.28. Board consensus was to move forward with the Municipal Park water fountain at $4,720.00 after Mr. McClintock determines if the fountain purchased last year was returned and a credit received.
Public Works garage doors and openers – Mr. McClintock noted that the main doors will need replacing in the buildings a t the 253 complex. He also noted the need to have garage door openers installed on all five doors as recommended by the Township’s insurance company.
Public Works parking lot paving – Mr. McClintock offered a contract for $14,900.00 for the paving for the public works area. Commissioner Eshleman entertained a motion to approve the presented contract for $14,900.00. Moved by Commissioner Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Vehicles/Equipment Advertisement – Mr. McClintock requested permission to move forward with placing five mowers and one 2004 F-500 truck on MuniciBid. Commissioner Eshleman entertained a motion to advertise the requested equipment on MuniciBid. Moved by Commissioner Chambers and seconded by Commissioner Breton. Vote passed 5-0.
Township Manager – Mr. Marshall
Township Policy Manual – Mr. Marshall noted that the Township Personnel and Administration Policy Procedure Manual requires that the Township’s compensation program responds to market conditions and should recognize employees contributions to the Townships overall goal and should promote fairness and pay across the organization and should be simplified for administration to understand. Mr. Marshall noted he received three Consultant prices and asks for approval to move forward with HRCC for the price of $9,500.00. Commissioner Eshleman entertained a motion to do the evaluation of the employee pay compensation. Moved by Commissioner Contento and seconded by Commissioner Chambers. Commissioner Eshleman noted they will have revenue coming into the Township to cover this expense. Vote passed 5-0.
Bill List – Commissioner Eshleman entertained a motion approving checks 38196-38258, and Bond check 1152. Moved by Mr. Young and seconded by Commissioner Breton. All Board questions were answered. Vote passed 5-0.
Approval of Minutes
May 26, 2016 minutes –Commissioner Eshleman entertained a motion to approve the May 26, 2016 minutes as presented. Moved by Commissioner Breton and seconded by Commissioner Young. Vote passed 5-0.
June 9, 2016 minutes – Commissioner Young made a motion, seconded by Commissioner Contento, to approve the June 9, 2016 minutes as presented. Vote passed 5-0.
June 30, 2016 minutes – Commissioner Young made a motion, seconded by Commissioner Breton, to approve the June 30, 2016 minutes. Vote passed 4-0.
Board and Commissions Updates-Summary by applicable Board Liaison
Park and Recreation – Nick Winkler noted the 2nd Summer Series on June 15. He also noted the 3rd Summer Series on August 19. Commissioner Young noted Community Day will be moved to 3:00 PM to 9:00 PM. He also noted that Brandywine Hospital is sponsoring fire works for the event.
COG – Commissioner Young noted that they are working on an Emergency Management Group.
Municipal Authority – Commissioner Chambers noted the effected owners of the Dogwood/Scott sewer project were invited to the July meeting for an update on the project.
DARA – Commissioner Young noted that the electrical project is moving toward closure.
Fire Board – Commissioner Contento noted they are awaiting word from Mrs. Camp on whether DNB is waiving their appraisal fee as well as speaking with Lou about performing pro bono work.
Planning Commission – Commissioner Breton noted the July meeting has been cancelled.
Historical Commission – Commissioner Eshleman noted an August 11 tour at Carver Court. She also noted that Jane Kennedy will be at the next Board meeting to be recognized for her work on the Historic Register for Carver Court.
Zoning Hearing Board – Commissioner Contento noted he has nothing to report.
Additional Business
Commissioner Eshleman called for Additional Business. Commissioner Young made a motion, seconded by Commissioner Eshleman, to appoint Doctor William Schew to the Stormwater Committee with the term to be determined. Vote passed 5-0.
Public Comments
Commissioner Eshleman called for Public Comment. Mari Gaskell commented on the previous discussion on the roof work. Mr. McClintock noted he did not get the revised proposal yet. Commissioner Eshleman noted for Mr. McClintock to note a roof update at the next meeting. Also, a resident commented she liked the new website. Mrs. Bernard noted that she and Paul Mullin has interest in the Stormwater Committee.
Adjournment – Commissioner Contento made a motion, seconded by Commissioner Young to adjourn the
June 9 meeting. Vote passed 5-0.
Respectfully Submitted by,
Denise Miller,
Recording Secretary
253 Municipal Drive
Thorndale, PA 19372
July 14, 2016 7:30 PM
Call to order and pledge of allegiance.
Attendance – Cynthia Eshleman; President, Jennifer Breton; Vice President, John Contento; Commissioner, Joshua Young; Commissioner, George Chambers; Commissioner; Peter Marshall; Interim Township Manager, and Jeffrey W. McClintock, PE, CFM; Township Engineer.
Executive Session
Commissioner Eshleman announced that prior to tonight’s meeting, an Executive Session was held to discuss legal and personnel matters.
Moment of Silence – Commissioner Eshleman called for a moment of silence for all first responders and military, all over the world.
Swearing in Ceremony – Chief Elias noted 2016 new hire Officer Michael Kopil. Chief Elias introduced Senior Judge Ronald Nagle of the Court of Common Pleas of Chester County, who swore in Officer Michael Kopil.
Citizens to be heard
Mrs. Bernard commented on Humpton and North Bailey Roads being nicely maintained, and Fisherville Road and Caln Meeting House stop sign with overgrown vegetation.
Ordinances and Resolutions for Consideration
Resolution 2016-17 – Commissioner Eshleman entertained a motion approving Resolution 2016-17 for the purpose of appointing the required voting delegates as CTCC Representatives with the following selections: Primary; Commissioner George Chambers, First Alternate; Finance Director H. Charles Wilson and Second Alternate; Treasurer Bonnie Smith as voting delegates. Moved by Commissioner Chambers and seconded by Commissioner Breton. Vote passed 5-0.
Resolution 2016-18 – Commissioner Eshleman entertained a motion approving Resolution 2016-18 requesting an amendment to the Sterling Act. Moved by Commissioner Contento and seconded by Commissioner Young. Vote passed 5-0.
Land Development Dedication Processing – Mr. Jeffrey McClintock PE, CFM-Township Engineer
Report Chart – Mr. McClintock noted that there are no items for Board action at this meeting.
Royal Farms LD 2015 PennDOT Agreement Execution – Mr. McClintock introduced Mr. Freedman and Mr. Colagreco, and offered a PennDOT Agreement Execution for Board consideration. Commissioner Eshleman entertained a motion to approve a PennDot Agreement Execution. Moved by Commissioner Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Wawa Reeceville 2016 status – Mr. McClintock noted the applicant has requested this agenda item be tabled for two weeks.
Engineering – Mr. Jeffrey McClintock P.E. CFM-Township Engineer
Route 30 Multi-Modal Transportation Study acceptance letter – Mr. McClintock noted that the township has participated in the preparation of the Route 30 Multi-Modal Transportation Study through involvement in the Study Advisory Committee. The Chester County Planning Commission’s Vision Partnership Grant Program funded a part of this study, along with funds from the Township and other participating Municipalities. Mr. McClintock also noted that the Board needs to officially accept the study for reimbursement purposes. He stated that the County requires a letter of acceptance of the study by each municipality be issued to allow for the release of the funds to the Lead Municipality, which is Caln Township, for this study to receive the Vision Partnership Grants Funds. Mr. McClintock offered this letter of acceptance, for Board approval. Commissioner Contento made a motion, seconded by Commissioner Breton, authorizing the President of the Board of Commissioners to sign the July 14 letter to Mrs. Elk of the Planning Services of Chester County regarding the Route 30 Multi-Modal Transportation Study. Vote passed 5-0.
MS4 proposal – For Board consideration, Mr. McClintock offered a proposal for Professional Services from Cedarville Engineering Group, LLC in the amount of $3,298.00. Commissioner Eshleman entertained a motion to approve a proposal for Professional Services from Cedarville Engineering Group, LLC for the MS4 progress report, in the amount of $3,298.00. Moved by Commissioner Young and seconded by Commissioner Chambers. Vote passed 5-0.
2016 Caln Township US 322 Traffic Signal ARLE Project Construction Services Proposal – For Board consideration, Mr. McClintock offered a proposal for Traffic Signal Constructions Services from McMahon Transportation Engineers & Planning for a not to exceed price of $3,818.00. Commissioner Eshleman entertained a motion to approve the proposal from McMahon Transportation Engineers & Planning for Traffic Signal Construction Services for a not to exceed price of $3,818.00. Moved by Commissioner Young and seconded by Commissioner Contento. Vote passed 5-0.
2016 G.O. Carlson Boulevard East Pavement Overlay Project Status – Mr. McClintock noted the Board awarded the project to Charlestown Paving and Excavating, Inc. with a price of $149,771.00 at the May 12, 2016 meeting. The roadway was paved in early June and a change order was issued to resolve a puddling issue at the intersection of G.O. Carlson and Beaver Run Road. He stated he is hopeful to close the project in July.
2016 Sylvan Drive Culvert Replacement Project Status – Mr. McClintock noted the project’s Notice of Award was issued on June 11, 2016, and the Notice to Proceed was issued on July 3, 2016.
2016 Roadwork Discussion – Mr. McClintock would like Board consensus to rent a paving planer machine to assist in the pavement repair work at a price of $3,980.00 for a period of one month. Board consensus was for Mr. Marshall to execute Mr. McClintock’s request.
Other – Mr. Jeffrey McClintock P.E. CTM–Township Engineer
Stormwater Management Discussion – Mr. McClintock asked the Board if they would like to spend approximately 30 minutes at a Board meeting or have a separate meeting for further discussion on items related to stormwater management. Commissioner Eshleman noted they are looking for a third member on the Stormwater Committee. Commissioner Eshleman suggested sending the members an email and schedule a meeting to report their recommendations to the Board.
Facilities Discussion – Mr. Jeffrey McClintock P.E. CTM-Township Engineer
Parks Water Fountains – For Board consideration, Mr. McClintock offered two new water fountains at Dawkins and Municipal Park for replacement at a price of $4,720.00 each. He stated Dawkins Park has a budget of $1,000.00 whereas Municipal Park has a budget of $4,000 however, each fountain costs $4,700.28. Board consensus was to move forward with the Municipal Park water fountain at $4,720.00 after Mr. McClintock determines if the fountain purchased last year was returned and a credit received.
Public Works garage doors and openers – Mr. McClintock noted that the main doors will need replacing in the buildings a t the 253 complex. He also noted the need to have garage door openers installed on all five doors as recommended by the Township’s insurance company.
Public Works parking lot paving – Mr. McClintock offered a contract for $14,900.00 for the paving for the public works area. Commissioner Eshleman entertained a motion to approve the presented contract for $14,900.00. Moved by Commissioner Breton and seconded by Commissioner Chambers. Vote passed 5-0.
Vehicles/Equipment Advertisement – Mr. McClintock requested permission to move forward with placing five mowers and one 2004 F-500 truck on MuniciBid. Commissioner Eshleman entertained a motion to advertise the requested equipment on MuniciBid. Moved by Commissioner Chambers and seconded by Commissioner Breton. Vote passed 5-0.
Township Manager – Mr. Marshall
Township Policy Manual – Mr. Marshall noted that the Township Personnel and Administration Policy Procedure Manual requires that the Township’s compensation program responds to market conditions and should recognize employees contributions to the Townships overall goal and should promote fairness and pay across the organization and should be simplified for administration to understand. Mr. Marshall noted he received three Consultant prices and asks for approval to move forward with HRCC for the price of $9,500.00. Commissioner Eshleman entertained a motion to do the evaluation of the employee pay compensation. Moved by Commissioner Contento and seconded by Commissioner Chambers. Commissioner Eshleman noted they will have revenue coming into the Township to cover this expense. Vote passed 5-0.
Bill List – Commissioner Eshleman entertained a motion approving checks 38196-38258, and Bond check 1152. Moved by Mr. Young and seconded by Commissioner Breton. All Board questions were answered. Vote passed 5-0.
Approval of Minutes
May 26, 2016 minutes –Commissioner Eshleman entertained a motion to approve the May 26, 2016 minutes as presented. Moved by Commissioner Breton and seconded by Commissioner Young. Vote passed 5-0.
June 9, 2016 minutes – Commissioner Young made a motion, seconded by Commissioner Contento, to approve the June 9, 2016 minutes as presented. Vote passed 5-0.
June 30, 2016 minutes – Commissioner Young made a motion, seconded by Commissioner Breton, to approve the June 30, 2016 minutes. Vote passed 4-0.
Board and Commissions Updates-Summary by applicable Board Liaison
Park and Recreation – Nick Winkler noted the 2nd Summer Series on June 15. He also noted the 3rd Summer Series on August 19. Commissioner Young noted Community Day will be moved to 3:00 PM to 9:00 PM. He also noted that Brandywine Hospital is sponsoring fire works for the event.
COG – Commissioner Young noted that they are working on an Emergency Management Group.
Municipal Authority – Commissioner Chambers noted the effected owners of the Dogwood/Scott sewer project were invited to the July meeting for an update on the project.
DARA – Commissioner Young noted that the electrical project is moving toward closure.
Fire Board – Commissioner Contento noted they are awaiting word from Mrs. Camp on whether DNB is waiving their appraisal fee as well as speaking with Lou about performing pro bono work.
Planning Commission – Commissioner Breton noted the July meeting has been cancelled.
Historical Commission – Commissioner Eshleman noted an August 11 tour at Carver Court. She also noted that Jane Kennedy will be at the next Board meeting to be recognized for her work on the Historic Register for Carver Court.
Zoning Hearing Board – Commissioner Contento noted he has nothing to report.
Additional Business
Commissioner Eshleman called for Additional Business. Commissioner Young made a motion, seconded by Commissioner Eshleman, to appoint Doctor William Schew to the Stormwater Committee with the term to be determined. Vote passed 5-0.
Public Comments
Commissioner Eshleman called for Public Comment. Mari Gaskell commented on the previous discussion on the roof work. Mr. McClintock noted he did not get the revised proposal yet. Commissioner Eshleman noted for Mr. McClintock to note a roof update at the next meeting. Also, a resident commented she liked the new website. Mrs. Bernard noted that she and Paul Mullin has interest in the Stormwater Committee.
Adjournment – Commissioner Contento made a motion, seconded by Commissioner Young to adjourn the
June 9 meeting. Vote passed 5-0.
Respectfully Submitted by,
Denise Miller,
Recording Secretary
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