TUESDAY,
JANUARY 24, 2006, 7 P.M.
REORGANIZATION
MEETING
Chairman
Millard called the meeting to order at 7 p.m., followed by the Pledge of
Allegiance.
Stephen
L. Millard, Chairman
Donald
L. Steinmeier, Vice Chairman
Kenneth
L. Tyndale, Secretary/Treasurer
Robert
R. Jones
Election
of Chairman. Mrs. Martin conducted
the meeting for the election of Chairman.
Mr. Jones moved,
seconded by Mr. Tyndale, to appoint Stephen L. Millard as Chairman of the Water
and Sewer Authority. The motion was
unanimously approved.
Election
of Vice Chairman. Chairman Millard
conducted the remaining elections.
Mr. Jones
moved, seconded by Mr. Tyndale, to appoint Donald L. Steinmeier as Vice
Chairman of the Water and Sewer Authority.
The motion was unanimously approved.
Election
of Secretary-Treasurer. Mr.
Jones moved, seconded by Mr. Steinmeier, to appoint Kenneth L. Tyndale as
Secretary/Treasurer of the Water and Sewer Authority. The motion was unanimously approved.
Election
of Assistant Secretary-Treasurer. Mr.
Jones moved, seconded by Mr. Tyndale, to appoint Mark A. Salisbury as
Assistant Secretary-Treasurer of the Water and Sewer Authority. The motion was unanimously approved.
No
public comment was offered at this time.
Mr. Millard had one addition to the Minutes of
December 20, 2005. On page 5, under
“Township Property,” he suggested that the lot numbers should be added for
clarification of the exact property area that the Authority would like to
receive from the Township.
Mr. Steinmeier
moved, seconded by Mr. Tyndale, to approve the Minutes of the December 20, 2005
meeting as amended. The motion was
unanimously approved.
December
29, 2005. Mrs. Martin reported that
several invoices were paid prior to the end of the year, as the charges
incurred were to be included with the final figures for the 2005 budget. The amount of those invoices totaled
$25,639.64.
Mr.
Tyndale moved, seconded by Mr. Steinmeier, to approve the invoices for December
29, 2005 in the amount of $25,639.64.
The motion was unanimously approved.
Prepaid
Invoices. Mrs. Martin reported that
the total of prepaid invoices totaled $20,562.87.
Mr.
Tyndale moved, seconded by Mr. Steinmeier, to approve the prepaid invoices in
the amount of $20,562.87. The motion was
unanimously approved.
Invoices
for Approval. Mrs. Martin reported
that the amount of the invoices currently pending for payment totaled
$79,631.37.
Mr.
Steinmeier moved, seconded by Mr. Jones, to approve the operating expenses in
the amount of $79,631.37. The motion was
unanimously approved.
[Mr. Yost arrived at 7:45 p.m.]
Mr. Jones’
called the members’ attention to the Arrears listing included in the
packet. A lengthy discussion ensued,
following which Mr. Yost agreed to review the list and make some
recommendations to the Authority.
Update on
Vermitech. Mr. Yost reported that he
is finalizing the Letter of Credit with Fulton Bank. He anticipates that the Letter of Credit will
be issued prior to the Authority’s February meeting.
Mr.
Salisbury called the members’ attention to the revised preliminary design plan
submitted by the engineer via a memorandum dated January 17, 2006. As requested by the Authority at the December
20, 2005 meeting, Mr. Shope revised the design for the vermicomposting building
to reflect space for 8 worm beds rather than 12. The revised estimate for the project now
stands at $1,985,400, down from the $2,288,600 estimate presented at the
December meeting.
Considerable
discussion ensued during which several types of building construction materials
were discussed as an alternative to erecting a steel building thus cutting
costs for the entire project. Mr.
Tyndale offered to do some research to ascertain estimated costs if a pole
building or some type of agricultural building would be erected. He will report back to the Authority.
Mr. Millard advised the Authority
that in 2005, a total of 16,465.59 had been expended on engineering for this
project. Several members of the
Authority expressed concern over the engineering costs.
By consensus, it was agreed that
the Authority should hold a workshop meeting on Tuesday, February 7, at 5
p.m. Further, it was agreed that Mr.
Shope, as well as a structural engineer from Gannett Fleming, should attend the
workshop. Staff will confirm with Mr.
LaDieu and Mr. Shope that they are available to attend. As required, staff will also advertise the
workshop once the date and time has been established.
Update on Swatara Capacity. Mr. Yost reported that discovery is about to
begin in the arbitration case.
Mr. Salisbury also called the
members’ attention to a letter dated January 8, 2006 from the ARRO Group
stating that the annual meeting of the Swatara Authority will be held on
Thursday, February 2, 2006, at 7 p.m.
Update on Millstone Sanitary Sewer
Easement. Mr. Yost reported
that the agreement between the Township and S&A Homes is still awaiting
signature.
Update on Influent Screen at the
Treatment Plant. Mr.
Salisbury called the members’ attention to Mr. Shope’s memorandum dated January
17, 2006 outlining engineering design and bid phase services totaling $69,000.
Mr. Millard reported that $17,330.06 had been
expended during 2005 for engineering costs related to this project. Several members of the Authority expressed
concern over the engineering costs involved with the project. Mr. Salisbury stated that he believed that
the Authority, as well as staff, needed to provide more precise direction to
the engineer in order to contain costs.
In this particular case, significant engineering costs were incurred in
designing the project and when the bid specifications were presented to the
Authority, a decision was made to proceed in a different direction.
Mr. Salisbury also called the
members’ attention to Mr. Shope’s memorandum dated January 17, 2006 showing
that the alternative design of the influent screen, which included moving the
screen adjacent to the SBR treatment units.
The projected estimate for the project would be $900,200.
Considerable discussion ensued,
during which Mr. Millard stated that he and Mr. Jones had spent a
significant amount of time doing research on influent screens and buildings to
house a screen. He further stated that
their research showed that the project could possibly be completed for
approximately $250,000. By consensus, it
was agreed that this item should also be discussed at the upcoming workshop.
Update on
Wet Well Pumps. Mr. Salisbury
reported that a gauge had been installed at the wet well to ascertain the
pumping capacity. The pumps are rated
for 300-900 gallons per minute but do not appear to be working
efficiently. Mr. Millard suggested that
Mr. Salisbury discuss the matter with Mr. LaDieu, as he has some ideas on how
to improve efficiency. Mr. Salisbury
agreed to contact Mr. LaDieu.
Update on
UCC Testing. The Authority
congratulated Mr. Rodemoyer on obtaining his UCC certification.
Mr.
Salisbury also reported that Mr. Aston did take the certification examination
but did not receive a passing grade. He
is scheduled to repeat the examination in February.
Update on
Treatment Plant Property. Mr.
Millard reported that he did meet with Township Manager Mike Rimer and
expressed the Authority’s wishes to maintain property that would offer a
100-foot buffer around the perimeter of the treatment plant. In addition, the Authority would like to have
Subproperty Lot #4 and Lot #5 to the east of the treatment plant and a portion
of Subproperty Lot #6 to the west of the treatment plant, as shown on the
sketch plan provided by the Township for review, in the event the treatment
plant needed to be expanded.
By
consensus, it was agreed that staff should write a letter to the Township
outlining its wishes. Mr. Salisbury and
Mrs. Martin will prepare the letter for Mr. Millard’s signature.
Appointment
of Accountant. Mrs. Martin reported
that currently Diana M. Reed & Associates performed accounting services for
the Authority. A brief discussion was
held during which some concern was raised over the costs involved. The Authority directed Mrs. Martin to obtain
a proposal from Diana M. Reed outlining activities and an hourly fee associated
with performing the accounting duties.
Mrs. Martin agreed to obtain a proposal to be presented at the February
meeting.
Mr.
Jones moved, seconded by Mr. Steinmeier, to table the appointment of an
accountant. The motion was unanimously
approved.
Appointment
of Auditor. Mrs. Martin reported
that currently Lisa Ritter of Boles, Metzger, Broscious & Ritter served as
the Authority’s auditor.
Mr.
Jones moved, seconded by Mr. Tyndale, to appoint Lisa Ritter of Boles, Metzger,
Broscious & Ritter as the Authority’s auditor. The motion was unanimously approved.
Appointment
of Authority Engineer. A brief
discussion was held regarding the appointment of the engineer. By consensus, it was agreed that the
Authority and staff should meet with Mr. Shope and express its concerns
regarding engineering services.
Mr. Jones
moved, seconded by Mr. Tyndale, to table the appointment of an engineer. The motion was unanimously approved.
Appointment
of Authority Solicitor. Mr.
Jones moved, seconded by Mr. Steinmeier, to appoint Jon Yost of Yost and
Davidson as the Authority’s solicitor.
The motion was unanimously approved.
Appointment
of a Depository. Mrs. Martin
reported that currently all of the Authority’s assets are housed at Fulton
Bank.
Mr.
Jones moved, seconded by Mr. Tyndale, to appoint Fulton Bank as the official
depository for the Authority. The motion
was unanimously approved.
Resolution
2006-A-1. This resolution allows the
Authority to pay bills between meetings in order to meet due dates.
Mr.
Steinmeier moved, seconded by Mr. Tyndale, to adopt Resolution 2006-A-1. The motion was unanimously approved.
Resolution
2006-A-2. This resolution sets forth
the holiday schedule for Authority staff during 2006.
Mr.
Tyndale moved, seconded by Mr. Steinmeier, to adopt Resolution 2006-A-2. The motion was unanimously approved.
Approval
of Mayberry Phase II. John Kerschner
of Fine Line Homes was present to answer any questions related to the plan for
Phase II of Mayberry. Mr. Salisbury
reported that the final plan had been reviewed and approved by the engineer.
Mr. Jones
moved, seconded by Mr. Steinmeier, to approve the Mayberry Phase II sewer
extension, contingent upon:
·
Security in the amount of $69,800 being posted within
ten (10) days of the date of the approval letter.
·
Sewer Extension Agreement being executed.
The motion
was unanimously approved.
Mr. Kerschner
expressed appreciation for the Authority staff and how business was conducted
at the Authority Office. He stated that
he gets timely information when he calls the office, timely inspections, and
that staff works as a team to serve the needs of
Sewer
Billing for Commercial Customers Not Serviced by Public Water. Mr. Millard called the Authority’s
attention to several checks on the invoice listing that were issued to
reimburse commercial customers for overpayment of sewer charges.
Mr.
Salisbury stated that there are 11 commercial properties that are served by
private wells. He further stated that,
at the time the new billing procedure was initiated, those commercial
properties served by private wells were billed a set number of EDUs monthly based
on an average of their water usage between May 2004 and May 2005. Staff read those water meters in early
January 2006 to determine whether or not the commercial customers had overpaid
or underpaid the sewer charges. It was
determined that 7 businesses owed the Authority money and that 4 were due
reimbursement as they did not use the average water usage billed.
Mr.
Millard expressed some concern in handling the commercial customers in this
manner. A brief discussion followed.
Mr.
Jones moved, seconded by Mr. Steinmeier, that the water meters for commercial
customers not served by public water should be read on a monthly basis and that
the information should then be passed on to PA American Water for billing. The motion was unanimously approved.
PUBLIC COMMENT
No
public comment was offered at this time.
CORRESPONDENCE
Mr.
Salisbury called the members’ attention to the quotations for grinder pumps for
the
A
discussion followed during which Mr. Yost suggested that rather than the
Authority physically purchasing the grinder pumps, it should simply provide a
credit to the homeowners for the cost of a grinder pump and have them purchase
their own. That way, the homeowners
could decide, in consultation with their plumbers, what brand of pump they
wished to purchase. Members and staff
agreed that might be a good idea.
Mr. Salisbury added that the homeowners should probably be required
to submit the specs for the grinder pump they wish to purchase in order to have
them reviewed by the Authority’s engineer.
Mr.
Millard directed staff to draft a resolution for consideration at the February
meeting. Mr. Salisbury and Mrs. Martin,
in consultation with Mr. Yost, will prepare the resolution.
REPORTS
Authority
Manager. Mr. Salisbury submitted a
written report (a copy of which is attached to the Minutes).
Engineer. Mr. Salisbury called the members’ attention
to the written report submitted by Mr. Shope (a copy of which is attached to
the Minutes).
Solicitor. Mr. Yost had no further report.
ADJOURNMENT
Mr.
Steinmeier moved, seconded by Mr. Jones, to adjourn the meeting. The motion was unanimously approved. The meeting was adjourned at 9:28 p.m.
Respectfully
submitted,
Gail
A. Martin
Recording
Secretary