WEST HANOVER TOWNSHIP WATER & SEWER AUTHORITY

7901 JONESTOWN ROAD, HARRISBURG, PA 17112

TUESDAY, JULY 17, 2007, 6 P.M.

REGULAR MEETING

CALL TO ORDER

Chairman Millard called the regular meeting to order at 6:03 p.m., followed by the Pledge of Allegiance.

ATTENDANCE

Stephen L. Millard, Chairman

Donald L. Steinmeier, Vice Chairman

Kenneth L. Tyndale, Secretary/Treasurer

Robert R. Jones

William LaDieu

PUBLIC COMMENT

No public comment was offered at this time.

APPROVAL OF MINUTES

Regular Meeting, May 15, 2007. Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve the May 15, 2007 Minutes as distributed. The motion was approved 4-0, with Mr. Jones abstaining as he was not present at the meeting.

Regular Meeting, June 19, 2007. Mr. Jones moved, seconded by Mr. Tyndale, to approve the June 19, 2007 Minutes as distributed. The motion was approved 3‑0, with Mr. LaDieu and Mr. Steinmeier abstaining, as they were not present at the meeting.

FINANCIAL REPORTS

Operating Expenses. Mrs. Martin reported that prepaid invoices totaled $162,359.58. Mrs. Martin also reported that the invoices pending payment totaled $182,852.52.

A question was raised as to whether or not it was required that the Authority place a legal advertisement of its concise financial report. The cost was $461.38. Mrs. Martin advised that a legal advertisement has been placed annually per the auditor’s instructions. The Authority directed Mr. Yost to determine whether or not it was necessary to continue this practice and report back at the August meeting.

Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve the prepaid invoices in the amount of $162,359.58. The motion was unanimously approved.

Mr. Tyndale moved, seconded by Mr. Jones, to approve the pending invoices in the amount of $182,852.52. The motion was unanimously approved.

In addition, the arrears report was reviewed briefly.

OLD BUSINESS

Update on Vermitech. Mr. Shope reported that the construction crew was working on the foundation and preparing to pour concrete. Completion is on schedule for late fall. In response to a question from Mr. Jones, Mr. Shope stated that Vermitech would be supplying the worms for the project.

Update on Swatara Capacity. Mr. Yost reported that Discovery is continuing. Mr. Millard reported that he contacted Tom Kovach at the Swatara Treatment Plant to ascertain whether or not the meeting to discuss the upgrade was scheduled; a date has not yet been set. Mr. Millard added that Mr. Kovach indicated that only one representative from each Authority should attend the initial meeting; Mr. Millard stated that he would attend on behalf of West Hanover.

In response to a question from Mr. Jones regarding the use of West Hanover’s capacity, Mr. Shope called the members’ attention to his report of July 17, 2007. Mr. Shope reviewed the original Agreement dated November 1, 1985 to determine whether it contained provisions that would allow fees to be assessed to any participant that exceeded its reserve flow capacity. Exhibit C of the Agreement establishes procedures for billing the participants actually discharging to the wastewater treatment plant for annual operating, administration, and maintenance costs. The Agreement also permits Swatara to assess a surcharge to any participant whose flow per EDU exceeds 200 gpd. No provisions are provided for assessing a rental-type fee for any participant who may be discharging in excess of its reserved capacity.

The 2006 Chapter 94 Report for the Swatara Treatment Plant showed that Lower Paxton exceeded its reserve capacity based on a limiting value of 350 gpd/EDU during January, February, June, and November. However, Lower Paxton exceeded its actual 3.695 MGD reserve capacity only during January and November. The amount exceeded by Lower Paxton was not enough to cause the treatment plant to exceed its permitted capacity. Mr. Shope added that, in his opinion, it would be next to impossible to determine which municipalities’ capacity was used during the months that Lower Paxton exceeded its own reserve capacity.

Mr. Jones also stated that he believed the Authority should not be bearing the burden of all of the legal fees associated with the arbitration and that the Township should contribute to those costs. A brief discussion followed during which it was discussed whether or not the Authority would be expected to reimburse the Township for the capacity should the Authority win the pending arbitration. It was agreed by consensus that the Authority and the Township Supervisors should meet to discuss the Swatara capacity. It was also agreed that a workshop should be scheduled in January or February 2008, after the two new supervisors have taken office.

Update on Influent Screen at the Treatment Plant. TABLED.

Evergreen Ridge. TABLED.

Repair/Replace Utility Pole on Authority Property. Mr. Tyndale reported that he spoke with Bruce Miller, the regional project manager for PPL, to discuss having the utilities at the treatment plant put underground. Mr. Tyndale added that he and Mr. Miller would meet with Mark to discuss construction charges and report back at the August meeting.

Reduction of Escrow Funds/Deed of Dedication for Country Hearth. Mr. Yost reported that he had not had an opportunity to finalize the Deed of Dedication for the Country Hearth but would do his best to have it completed for the August meeting. In addition, Mrs. Martin agreed to prepare a listing of outstanding Deeds of Dedication for the August meeting.

NEW BUSINESS

Insurance for Authority. In response to a question from Mr. Tyndale, Mrs. Martin reported that she was scheduled to speak with Eric Olsen at Strickler Insurance on Thursday, July 19. Mr. Tyndale indicated that Jack Branson, a healthcare consultant, would contact the Authority to obtain information in order to review its healthcare insurance.

Request for Reduction of Letter of Credit for Brookview Phase II. Mrs. Martin called the members’ attention to the memorandum from Mr. Salisbury dated July 2, 2007 advising that the sewer line has been installed and tested in Brookview Phase II.

Mr. Jones moved, seconded by Mr. Steinmeier, to reduce Letter of Credit #D004096 from $61,600 to $9,240 for Brookview Phase II. The motion was unanimously approved.

Discuss Summit Family Restaurant/Generator for Pump Station #1. Mr. Millard called the members’ attention to Mr. Salisbury’s memorandum dated July 10, 2007 regarding the proposed cost to Summit Family Restaurant for installation of a generator at the Berkstone Drive pumping station. Mr. Millard indicated that he thought that the developers of the Summit Family Restaurant as well as the proposed hotel on Harper Drive should be required to install sewer service via gravity rather than go into the pumping station located on Berkstone Drive. He added that he believes that the costs should be distributed accordingly between the developers.

Mr. LaDieu moved, seconded by Mr. Jones, to have the Authority’s engineer review the possible ways to provide public sewer to the two proposed projects. The motion was unanimously approved.

Discuss Outstanding Sewer Charges for 7424 Wells Drive. Mrs. Martin called the members’ attention to her letter dated July 2, 2007 advising Mr. Curtis Fritz of outstanding sewer charges that remain unpaid by a former tenant in the amount of $110.59. Mr. Fritz does not believe that he should be responsible for the outstanding charges as his tenant moved from the premises without paying the rent, among other charges. Following a brief discussion, the Authority directed Mrs. Martin to advise Mr. Fritz that as far as the Authority was concerned that as the owner of the property, he is responsible for the outstanding charges.

Discuss Subdivision of Property at 214 Berkstone Drive. Mr. Shope called the members’ attention to Mr. Salisbury’s memorandum dated July 11, 2007 advising that David Weakley, the owner of the property at 214 Berkstone Drive, would like to subdivide his property and sell the new lot. There is public sewer available for both properties and there is an existing lateral for Mr. Weakley’s home that is located 151 feet from his residence. The lateral was installed during the original project in 1996-1997, although Mr. Weakley was not required to connect. Following a brief discussion, it was agreed by consensus that Mr. Weakley would not be required to connect the existing property to the public sewer and that if the new home could use the existing lateral, it could be used. Otherwise, another lateral should be installed for the new home.

Discuss Hiring Sewer Main Line Inspection Contractor. Mr. Aston called the members’ attention to Mr. Salisbury’s e-mail dated June 25, 2007. Mr. Salisbury proposes to hire Henry Levengood, a retired inspector from Gannett Fleming, to perform sewer main inspections during the time that Mr. Rodemoyer is out due to an injury. Mr. Levengood would be paid $26 per hour, with a minimum of four hours daily, as well as one hour a day ($26) for travel time and $20 per day for incidentals. The cost would be approximately $150 per day for a four-hour period. If hired, Mr. Levengood would begin inspections at the Arondale project immediately.

Mr. LaDieu moved, seconded by Mr. Jones, to hire Henry Levengood as a contracted inspector at a maximum of $150 per day. The motion was unanimously approved.

In addition, staff was instructed to request that Mr. Levengood provide the Authority proof of self-employment insurance.

Discuss Changing Requirements to Have Developers Pay to Update GIS Mapping. Mrs. Martin called the members’ attention to the copy of “Standardized Procedures Related to the Review, Approval, and Acceptance of Extensions to the Authority’s Sanitary Sewer System Constructed by Developers to Serve New Developments in the Township,” specifically the first paragraph on page 5. The paragraph reads: “The developer will provide two (2) final sets of Record Drawings to the Authority, along with one (1) reproducible set and an electronic copy in a format approved by the Authority.”

Following a brief discussion, the Authority directed Mr. Shope to provide the appropriate language that should be added to the document. Mr. Shope will provide the language for the August meeting.

Proposal to Replace Existing Raw Wastewater Pump Station Control Panel. Mr. Aston called the members’ attention to a proposal from Envirep, Inc. in the amount of $39,500 to relocate the control panel at the treatment plant pump station. Following a brief discussion regarding the cost, Mr. LaDieu stated that he would contact Mike Gillespie at Envirep and discuss the matter with him. Mr. LaDieu will provide an update at the August meeting.

Proposals for Sewer Line Flushing. Mrs. Martin reported that Mr. Salisbury solicited quotes from six contractors to flush approximately 25,000 feet of sewer line. To date, quotes have been received from PA Sewer Authority in the amount of $9,750 and Mr. Rehab in the amount of $13,530. By consensus, the Authority agreed that this item should be revisited at the August meeting following receipt of at least one additional quote.

Amendment to Contract with PA American Water for Sewer Billing. Mrs. Martin called the members’ attention to a copy of the proposed amendment distributed just prior to the meeting. Currently, when payments are received from PA American Water customers that total less than the combined water and sewer bills, a certain percentage of the receipts are credited to the water portion of the bill and the balance is credited to the sewer portion of the bill. The proposed amendment would provide payments to be allocated to the water portion of the bill first and any remaining balance would then be allocated to the sewer portion of the bill. A brief discussion followed. The Authority asked Mr. Yost to review the amendment. The signed amendment is due to PA American Water Company by no later than August 5, 2007.

Mr. LaDieu moved, seconded by Mr. Jones, to authorize the Chairman of the Authority to sign the amendment following review by the Authority’s Solicitor. The motion was unanimously approved.

PUBLIC COMMENT

No public comment was offered at this time.

CORRESPONDENCE

Mr. Millard briefly reviewed the correspondence included in the packets.

AUTHORITY MEMBER COMMENTS

Bob Jones. Mr. Jones stated that he had observed several tractor-trailer trucks using the Authority driveway as a turnaround. It was also noted that a resident has been using the Authority’s driveway as a parking area for his tractor. Following a brief discussion, the Authority directed staff to post “No Trespassing” or “No Turnaround” signs. It was suggested that staff consult with the Township to determine the wording that should be put on the sign.

Bill LaDieu. Mr. LaDieu had no comments.

Ken Tyndale. Mr. Tyndale had no comments.

Don Steinmeier. Mr. Steinmeier had no comments.

Steve Millard. Mr. Millard had no comments.

REPORTS

Authority Manager. Mr. Salisbury submitted a written report.

Engineer. Mr. Shope submitted a written report.

Solicitor. Mr. Yost had no additional report.

ADJOURNMENT

Mr. Jones moved, seconded by Mr. Tyndale, to adjourn the meeting. The motion was unanimously approved. The meeting was adjourned at 7:45 p.m.

Respectfully submitted,

Gail A. Martin

Recording Secretary