WEST HANOVER TOWNSHIP WATER AND SEWER AUTHORITY
7901 JONESTOWN
ROAD, HARRISBURG PA 17112
WEDNESDAY, JANUARY
22, 2003, 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
Kenneth L. Tyndale
Election of Chairman. Mr. Steinmeier moved, seconded by Mr. Tyndale, to appoint Steve Millard as Chairman. The motion was unanimously approved.
Election of Vice Chairman. Mr. Tyndale moved, seconded by Mr. Millard, to appoint Don Steinmeier as Vice Chairman. The motion was unanimously approved.
Election of Secretary/Treasurer, Assistant Secretary, and Assistant Treasurer. Mr. Steinmeier moved, seconded by Mr. Millard, to appoint Bob Jones as Secretary/Treasurer, Mark Salisbury as Assistant Secretary, and Gail Martin as Assistant Treasurer. The appointments were unanimously approved.
Set Compensation for Authority Members. Mr. Millard stated that this item should be handled by the Board of Supervisors.
Appointment of Accountant. Mr. Millard moved, seconded by Mr. Steinmeier, to appoint Diana M. Reed and Associates as the Authority’s accountant for 2003. The motion was unanimously approved.
Appointment of Authority Engineer. Mr. Tyndale moved, seconded by Mr. Steinmeier, to appoint Gannett Fleming as the Authority’s engineer for 2003. The motion was unanimously approved.
Appointment of Authority Solicitor. Mr. Tyndale moved, seconded by Mr. Steinmeier, to appoint Jon Yost of Yost and Davidson as the Authority’s solicitor for 2003. The motion was unanimously approved.
Appointment of Depository. Mr. Steinmeier moved, seconded by Mr.
Tyndale, to appoint Fulton Bank as the Authority’s depository for 2003. The motion was unanimously approved.
Set Meeting Dates. Mr. Millard stated that the meeting dates have already been established by the Board of Supervisors.
No public comment was offered.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve the December 17, 2002 Minutes. The motion was unanimously approved.
Operating Expenses. Mrs. Martin stated that the operating expenses from December 17 until December 31, 2002 totaled $26,585.01 and the expenses from January 1 until January 22, 2003 totaled $69,469.15.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve the operating expenses for December 31, 2002 and January 22, 2003. The motion was unanimously approved.
Resolution Regarding Reserve Capacity. – TABLED
Update on Letters to Residents in Arrears. – TABLED
Rhoads and Sinon Billings. – TABLED
Repair/Replace Roof. Mr. Salisbury called the members’ attention to the report provided by Houck Roof Maintenance. The inspection did not reveal any major problems, although several items were listed for repair, specifically: (1) 12 joints at the six corners of the gutter need to be sealed with gutter sealant; (2) seal 13 exposed nail heads at the ridge ends, valley peak, and one in the field of the roof with bronze urethane caulking, and (3) the granulars are starting to wear off the shingles but the overall condition of the roof is still fair. Houck’s proposal is to make the necessary repairs at a cost of $510, which includes labor, material, and equipment.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to authorize Houck Roof Maintenance to make the recommended repairs in the amount of $510. The motion was unanimously approved.
Update on Effluent Screen/U.S. Filter. Mr. Salisbury called the members’ attention to the letter dated January 14, 2003 from U.S. Filter extending the warranty for the effluent screen for 18 months. During the 18-month period, U.S. Filter proposes to make four site visits to inspect the operation of the screen and answer any questions that might arise.
Mr. Salisbury added that staff is currently experiencing more problems with the screen unit, and that it appears that the brake pads that were recently replaced by U.S. Filter are wearing and may need to be replaced again. A brief discussion ensued, and it was agreed that U.S. Filter should again be notified of the continuing problems.
Holiday/Call Out Policy. Mr. Steinmeier moved, seconded by Mr. Tyndale, that effective immediately, full-time, salaried positions will be entitled to one-for-one compensatory time for the hours spent on holidays and after-hour call outs. The minimum compensatory time granted for any holiday and/or after-hour call outs would be one hour. Compensatory time will be tracked on an Employee Compensatory Time Report. Use of compensatory time will be subject to approval by the Authority Manager and will be tracked on an Employee Attendance Record. The motion was unanimously approved.
Billing Update. Mrs. Martin reported that a representative from Engle Business installed the updated billing program on Tuesday, January 21, 2003. Several problems were identified and will be resolved and, in the meantime, staff will test the program.
Resolution 2003-A-1. Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve Resolution 2003-A-1. The motion was unanimously approved.
Resolution 2003-A-2. Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve Resolution 2003-A-2. The motion was unanimously approved.
Sewer Service for 8024 Yellowstone Drive. Mrs. Martin called the members’ attention to her memorandum dated January 22, 2003. A brief discussion ensued.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to exonerate the property located at 8024 Yellowstone Drive from monthly sewer charges effective September 13, 2003 until such time as reconstruction begins on the property. The motion was unanimously approved.
Mrs. Martin will write a letter to Mr. Seibert advising him of the Authority’s decision and asking him to notify the Authority when reconstruction of the property begins. It was also noted that Mr. Seibert should be asked to bring current any arrears that accrued prior to September 13, 2002.
Approval of Agreement for Construction of Sewer Facilities – Central Dauphin High School. A brief discussion ensued. It was noted that there should be two changes requested on page 6. The agreement reflects that a 10-inch line will be constructed; however, the approved plan reflects that an 8-inch line will be constructed. Also, the agreement reflects the total tapping fee to be $219,000. Mr. Salisbury noted that in addition to the tapping fees of $219,000, an additional $500 would be due to cover the customer facilities fees for each of the four connections at a rate of $125 each. The solicitor has been working with the school district to finalize the agreement; therefore, staff will convey the requested changes to Mr. Yost and ask him to contact the school district.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve the agreement subject to the changes being made on page 6—that the 10-inch line be changed to an 8-inch line and that the tapping fee be changed from $219,000 to $219,500. The motion was unanimously approved.
Bretz Property. Mr. Millard called the members’ attention to the plans included in the packet for the Pennsylvania State Police facility and the Clover Hill subdivision, as well as Mr. Wendle’s letter of December 10, 2002. Following a lengthy discussion, it was the consensus of the members to follow Mr. Wendle’s recommendation and request that a sewage plans for the subdivision be submitted for review and approval.
Laterals/”T” Connections for Vacant Lots – Sandy Hollow Road Project, Laterals/”T” Connections for Properties More Than 150 Feet – Sandy Hollow Road Project, and Tapping Fees for Residents – Sandy Hollow Road/Terrann Drive/Hollow Drive. These three items were addressed simultaneously. The members reviewed each of the sample letters that were included with the packet. Following a lengthy discussion, it was agreed that the Authority did not possess enough information at the present time to send the letters. In addition, it was suggested that the Authority should install laterals to the property line of each vacant lot, even if the Authority has to absorb the cost for installing the laterals. It was noted that those costs could be recouped at some point in the future when the lots would be developed. Mr. Salisbury will discuss with Mr. Yingst the overall cost of installing the laterals on Sandy Hollow Road, Terrann Drive, and Hollow Drive. Once that figure has been obtained, the Authority will make a determination as to the amount of the connection fee each property owner would be charged. Staff will report back to the Authority.
Emergency Generator for Sandy Hollow Road. Mr. Salisbury reviewed the proposals for an emergency generator for the Sandy Hollow Road project. It was suggested that if the Authority purchased the generator at a cost in excess of $10,000 bids would have to be solicited. Mr. Tyndale stated that he would check with several manufacturers and obtain quotes for generators and then forward the information to Authority staff.
No public comment was offered.
Authority Manager. Mr. Salisbury submitted a written report (a copy is attached to the Minutes).
Engineer. Although Mr. Wendle was not present at the meeting, he submitted a written report (a copy is attached to the Minutes). Mr. Salisbury also called the members’ attention to the 2002 Annual Report.
Solicitor. The solicitor was not present at the meeting.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to adjourn the meeting. The motion was unanimously approved. The meeting was adjourned at 9:34 p.m.
Respectfully submitted,
Gail A. Martin,
Recording Secretary