NEWTOWN TOWNSHIP SYCAMORE STREET COMMITTEE

8:00 PM

Approval of Minutes: Ms. Doorley moved to approve the minutes of May 13, 2003 as presented.  Mr. Ward seconded; the motion carried unanimously. 

Present:  Chairman Vince Lombardi; Vice President Frank Tyrol; Members Joe Merjeski, John Nejman, Shannon Wilson, Shawn Ward and David Burns; HARB representative Terry McLean, Planning Commission Chair Karen Doorley; Tom Jirele, Supervisor. 

Not Present: Members Gerald DeYoung and Guy Gindhart; Planning Commission representative James Ott; Rand Jaslow, Borough Liaison. 

Also present: Nelson Shaffer representing Pennoni Associates Inc., George Stockburger V; John Paul Lautenschlager, Focus on Newtown - Courier Times; Robert Bebon, Newtown Presbyterian Church; Tom McLearnon representing Chandler Hall; Melva Vittoriano; Jay Kravitz. 

Call to Order:  Chairman Lombardi called the meeting to order at 8:07 PM. 

Special Announcements:  None. 

Approval of Minutes

Mr. Merjeski moved to approve the minutes of April 8, 2003 as presented.  Mr. Burns seconded; the motion carried unanimously. 

Reports of Committees

A.         Traffic & Safety:  No report.

B.         Planning:  No report.

C.         Grants/Enhancements:  No report.

D.         Community Relations:  No report. 

Correspondence:  None. 

Old Business

Parking

Mr. Ward and Mr. Merjeski said that Mark Craig had not contacted them regarding participation in the parking committee.  Ms. Dunleavy will write a letter to Mr. Craig announcing their appointment to the parking committee and including contact information for Mr. Merjeski and Mr. Ward. 

Monument

Mr. McLean reported that Mr. Ward had attended the HARB meeting Monday evening, May 12, 2003 as a guest; discussion of the monument was on the HARB agenda.  Mr. Ward presented the idea of a small plaza area on the corner, with an oval paved area at the corner with the monument at the rear facing the intersection.  The possibility of a flagpole and/or benches was discussed.  The HARB liked the idea of a masonry monument, and the design of the outline of the township in bronze with the township seal in the center.  Below, on the left, would be Newtown Township and on the right Established 1862.   

Mr. Lombardi liked the simplicity of the proposed design.  Mr. Shaffer will do plans for the monument site.  Mr. Shaffer said that a bench was planned for the site.  It was noted that the right of way at the site was not very large; Mr. Lombardi will approach property owner Robert Shasha about an easement. 

Mr. McLean offered to do a drawing of the monument, and will give a copy of the design to Mr. Wilson so he can figure the area necessary to house the monument.  Mr. Lombardi said that if the masonry were contributed, the only cost for the monument would be for the bronze work. 

Civic Association

Mr. Lombardi asked if only those who rent, own or live on Sycamore Street should constitute the membership of a Sycamore Street civic association.  Mr. Merjeski suggested that membership should be allowed for people who have been actively involved with the Sycamore Street Project.  Mr. Lombardi said perhaps those who also work on Sycamore Street should be included; Mr. Burns liked the idea of open membership.  The consensus of committee members present was to consider membership for others outside of those with a specific connection to Sycamore Street. 

Video

Mr. Tyrol will meet with Chris McWilliams at the High School to discuss the video, lay out ideas, relate street information, and walk the street.  Mr. Lombardi said that the video should consist of before and after photos of buildings on Sycamore Street, as well as pictures of the construction.  Mr. Tyrol said that the photos should be able to be put into PowerPoint.  Mr. Tyrol said he would look for direction from Mr. McWilliams, and said that Mr. McWilliams thought he would have time to attend a Sycamore Street committee meeting in the future.  

Mr. Jirele suggested that Elinor Campbell could narrate the video, and that the video could include still photos of older buildings.  Mr. Lombardi said that there are photos of the Historic District before it became the Historic District.

New Business: 

Nelson Shaffer:  Report on April, 25, 2003 meeting with PennDOT

Mr. Shaffer reported on the issues that arose:

Ø      Reimbursement system:  the township is set up as a business partnership with PennDOT to facilitate various functions, including electronic transactions

Ø      Hardship agreement:  this allows the township to be reimbursed before the contractors are paid.

Ø      Pre-Bid meeting:  PennDOT doesn’t usually have a pre-bid meeting, but the township has requested one to address sensitive issues such as work schedule, work hours and flow of traffic.  The township will invite the utilities to attend, as well as all interested contractors.  The Committee will run the meeting instead of PennDOT; the township will distribute the agenda listing issues of concern. 

Mr. Lombardi noted that it would be important for the contractors to know of the depth of community involvement, and Mr. Shaffer said that the pre-bid meeting would help to communicate what the township expects from the contractors, as well as to clarify project details.  It was clarified that PennDOT accepts night work as part of the agreement, and that regular weekly or bi-weekly construction meetings will be included in the agreements. 

Mr. Shaffer said that contractors could bring sub contractors to the pre-bid meeting, and that sub contractors could attend independently as well.  He thought that the contractors would probably bring in an electrician and landscaper because of the specialty items involved.  Contractors would need to be PennDOT pre-qualified. 

Mr. Shaffer noted that one critical issue is specialty items such as benches and streetlights, and that the more informed the contractors are about project details the better the bids being submitted.  Mr. Shaffer said that no potential bidders have been identified, and that anyone with knowledge of an interested bidder should contact him.  Mr. Shaffer explained that since the Sycamore Street Project is a PennDOT project, the contractor would purchase specialty items such as streetlights and benches, but not until an order to proceed is declared.  Mr. McLean said that the streetlights would need to be custom made, and that the specifications for preferred fixtures are listed in order of desirability. 

Mr. Shaffer noted that the biggest issues are keeping traffic flowing and not disrupting businesses.  He said that the agreements are being finalized now, with the let date now set for October 23^rd; after the agreements are signed, the township hopes to move up that date.  The estimated time for completion of the project is 15 months. 

Mr. Shaffer said that it would be up to the committee to determine where the project would start, and the assumption now is that work would begin near Chandler; this may depend on what time of the year construction takes place. 

Mr. Shaffer noted that the committee would need to be careful not to control the ways and means of the project, with the contractor determining many construction details, so the township does not assume unforeseen liability. 

Other

Mr. Merjeski reported that some people from the Presbyterian Church would be coming in to look at plans with him, and said he would keep Mr. Lombardi posted. 

Next Meeting:  The next meeting is scheduled for Tuesday, June 10, 2003. 

Adjournment

On motion by Mr. Ward, second by Mr. Merjeski, and without objection, the meeting was adjourned at 9:03 PM.

Respectfully submitted,

 _____________________________
Leslie P. Dunleavy, Recording Secretary