WEST HANOVER
TOWNSHIP WATER AND SEWER AUTHORITY
7901 JONESTOWN
ROAD, HARRISBURG, PA 17112
TUESDAY, MARCH 18,
2003, 7 P.M.
REGULAR MEETING
Chairman Millard called the meeting to order at 7:01 p.m., followed by the Pledge of Allegiance.
Stephen L. Millard, Chairman
Donald L. Steinmeier, Vice Chairman
Robert R. Jones, Secretary/Treasurer
Kenneth L. Tyndale
Richard E. Yingst, Jr.
No public comment was offered.
February 25, 2003, Regular Meeting. Mr. Steinmeier moved, seconded by Mr. Jones, to approve the February 25, 2003 Minutes. The motion was unanimously approved.
Operating Expenses. Mrs. Martin reported that the operating expenses for approval totaled $72,046.61.
Mr. Tyndale moved, seconded by Mr. Yingst, to pay the operating expenses totaling $72,046.61. The motion was unanimously approved.
Mrs. Martin called the members’ attention to her memorandum relative to interest rates for Certificates of Deposit. Following a brief description, it was suggested that Citizens Bank, M&T Bank, and PLGIT should be contacted to ascertain their interest rates. It was suggested that a representative from the institution offering the best interest rates should be invited to make a brief presentation at the April meeting.
Update on Letters to Residents in Arrears. Mr. Yost reported that liens had been placed against eight properties owing in excess of $700 in arrears. Following a brief review of the Arrears List, the Authority directed Mr. Yost to send a letter to all persons on the Arrears List and that he should include a copy of Resolution 2003-A-4 setting forth the costs if liens and/or judgments were placed. Mrs. Martin will update the Arrears List as of April 1, 2003 and send a copy to Mr. Yost.
Rhodes and Sinon Billings. Mr. Yost reported that he was continuing to work with the business manager at Rhodes and Sinon in an effort to resolve the outstanding billings. He asked for the Authority’s indulgence until the April 15 meeting to bring a final report. The Authority members agreed to the extension; however, expressed concern that the matter needed to be resolved in the very near future.
Five-Year Financial Plan. Mr. Millard called the members’ attention to the three proposals from Gannett Fleming, CET, and HRG. During a brief discussion, one of the issues raised was whether or not grease traps were required in restaurants in the sewer area. Mr. Salisbury reported that staff had inspected the grease traps throughout the sewer area and that Skyline Diner and Jo-Jo’s Pizza still had not installed grease traps, although they had indicated their willingness to do so some time ago. Mr. Salisbury added that he had reported the violations to the Township personnel; however, to the best of his knowledge, no follow-up had occurred. Mr. Millard stated he would follow up with the Township.
In response to a question, Mr. Shope indicated that the project could begin in early April.
Mr. Tyndale moved, seconded by Mr. Jones, to accept Gannett Fleming’s proposal. The motion was unanimously approved.
Screen/Silo Closeout. Mr. Salisbury called the members’ attention to the letter from Zurich America. Zurich America carried the performance and payment bond for A&E Construction, the general contractors for the screen/silo project. Because A&E did not pay U.S. Filter, the supplier of the screen, Zurich America paid a claim and is now requesting that any outstanding monies be sent to them to offset their losses.
A brief discussion ensued during which the Authority members expressed concern that problems have been encountered with the screen unit since its installation and, even though U.S. Filter offered to extend the warranty period until June 2004, that may not be enough. A suggestion was made that perhaps U.S. Filter should be required to furnish the Authority with an independent engineering report regarding the screen unit. Mr. Yost offered to contact U.S. Filter in an effort to resolve the matter to the Authority’s satisfaction. In the meantime, by consensus, it was agreed that the Authority would make no further payments on the screen project.
Billing Update. Mrs. Martin reported that the programmer from Engle Business had contacted the Authority regarding completion of the billing software update. Several dates have been provided to Engle, and staff is awaiting a response.
Update on Sandy Hollow Road Project. Mr. Salisbury reported that staff met with DEP and the Conservation District relative to some E&S problems on the project. DEP has requested a restoration plan for the stream, and CET is working on that plan. Mr. Salisbury indicated that a significant amount of rock has been encountered and the Authority’s part of the blasting costs now total approximately $23,000. Sewer laterals have been installed on Terrann Drive, Hollow Drive, and Sandy Hollow Road. In response to a question from Mr. Jones, Mr. Salisbury indicated that the project, weather permitting, would take approximately two more months.
West Hanover Associates. Mr. Millard reported that he met with a representative from West Hanover Associates and offered them $40,000 to “buy out” the agreement. The offer was declined. Mr. Millard indicated that perhaps the Authority needed to continue on with the agreement, if it was determined that the agreement was still valid.
Mr. Millard indicated that when Cleveland Brothers and Dermody had developed their properties, they were required to pay Reimbursement Agreement monies. Several years ago, the former Authority decided to return those monies to Cleveland Brothers and Dermody, totaling approximately $36,000. Following the March meeting, letters were sent to both entities requesting that they return those funds to the Authority so that monies could be forwarded to West Hanover Associates in accordance with their agreement. Mr. Millard reported that he spoke with David Loring of Dermody Properties, and Mr. Loring had indicated Dermody’s willingness to return the funds to the Authority. To date, those funds, totaling approximately $60,000, have not been received. Mr. Salisbury reported that Cleveland Brothers had refunded their portion totaling approximately $3,000.
Tapping Fee Resolution. Mr. Yost distributed a draft resolution reinstating the grandfather clause for those properties built prior to August 1999. By consensus, it was agreed that Mr. Millard should work with Mr. Yost to finalize the resolution and bring it to the April 15 meeting.
Proposal for Review and Update for Sewer Extension Construction Manual. A brief overview of Gannett Fleming’s proposal for this project was provided. Following a brief discussion, Mr. Shope agreed to furnish a copy of Gannett Fleming’s sewer construction manual to Mr. Salisbury for review. By consensus, it was agreed to table the proposal until the April 15 meeting.
Proposal for Utility Water System Evaluation. A brief over of Gannett Fleming’s proposal for this project was provided.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to accept the proposal. The motion was unanimously approved.
Proposal for Stand-By Generator Evaluation. A brief overview of Gannett Fleming’s proposal for this project was provided.
Mr. Tyndale moved, seconded by Mr. Yingst, to accept this proposal amended to reflect that the cost would not exceed $2,600. The motion was unanimously approved.
Advertisement/Job Description for Wastewater Treatment Plant Operator. Mr. Salisbury called the members’ attention to the advertisement for a plant operator/maintenance person. He indicated that the position had been approved as part of the 2003 Budget but wanted to provide the information to the Authority members for their review and comment. By consensus, the Authority agreed that Mr. Salisbury should move forward and hire someone.
Mr. Salisbury called the members’ attention to the copies of letters sent to residents affected by the Sandy Hollow Road project. He indicated it was being provided for information purposes.
No public comment was offered.
Bob Jones. Mr. Jones had no comments.
Ken Tyndale. Mr. Tyndale had no comments.
Don Steinmeier. Mr. Steinmeier asked whether or not the Authority property had a Sonitrol alarm system. Mr. Salisbury said that it did not.
Richard Yingst. Mr. Yingst had no comments.
Steve Millard. Mr. Millard had no comments.
Proposal for Swatara Capacity. Mr. Millard stated that the Board of Supervisors approved a proposal for Gannett Fleming to work on the Swatara capacity issue. Since Gannett Fleming is the Authority’s engineer, the Authority executed the proposal and all billings will be sent to the Authority, who will pay them, and then bill the Township for reimbursement.
Mr. Jones moved, seconded by Mr. Steinmeier, to approve the Authority as a pass through for funds to evaluate the Swatara capacity. The motion was unanimously approved.
Manager. Mr. Salisbury submitted a written report (a copy is attached to the Minutes). In response to a question regarding the condition of the roof on the Authority building, Mr. Salisbury stated that Houck Roofing had submitted a proposal for approximately $500 to make some repairs; to date, the repairs have not been completed. He will follow up with Houck Roofing now that the weather has improved.
Engineer. Mr. Wendle of CET Engineering submitted an update on the Sandy Hollow Road project. Mr. Shope asked the Authority members if they preferred a written or oral engineering report each month. It was agreed that Mr. Shope should provide a written report to be included with the packets.
Solicitor. Mr. Yost had no further report.
Mr. Jones moved, seconded by Mr. Yingst, to adjourn the meeting. The motion was unanimously approved. The meeting adjourned at 9:33 p.m.
Respectfully submitted,
Gail A. Martin