WEST HANOVER TOWNSHIP WATER AND SEWER AUTHORITY
7901 JONESTOWN
ROAD, HARRISBURG, PA 17112
WEDNESDAY, MAY 21,
2003, 7 P.M.
REGULAR MEETING
Chairman Millard called the regular meeting to order at 7 p.m., followed by the Pledge of Allegiance.
Mr. Millard announced that an Executive Session had been held at 6:30 p.m. to discuss personnel matters.
Stephen L. Millard, Chairman
Donald L. Steinmeier, Vice Chairman
Robert R. Jones, Secretary/Treasurer
Kenneth L. Tyndale
Marianne Yahn, 325 Piketown Road. Mrs. Yahn inquired as to the status of the installation of the sewer line on her property and to make the members aware that she was experiencing a problem with the pond located on her property. She also inquired about the restoration of the creek. Mr. Salisbury responded saying that he met with DEP and that the creek was scheduled to be reconstructed by June 6. New vegetation is also scheduled to be planted along the restored creek. Mr. Salisbury stated that he would follow-up with the pond issue.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the April 15, 2003 Minutes as distributed. The motion was unanimously approved.
Operating Expenses and Account Balances. Mrs. Martin reported that the invoices for May totaled $135,396.08. She also stated that the Certificate of Deposit for $1.5 had been purchased in accordance with the Authority’s instructions at the April 15 meeting. The balance in the Fulton Fund as of April 30, 2003 was $434,048.13.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve payment of the invoices in the amount of $135,396.08. The motion was unanimously approved.
OLD BUSINESS
Update on Letters to Residents in Arrears. Mr. Yost stated that he had received the updated arrears list from Mrs. Martin in the beginning of May and expected that the letters would be mailed in the near future.
Mr. Millard stated that a collection agency, Transworld Services, had contacted the Authority Office concerning collection of past due sewer bills. He is obtaining additional information and will report back to the Authority.
Rhoads and Sinon Billings. Mr. Yost asked that the Authority meet in Executive Session immediately following the meeting to discuss this issue. A brief Executive Session was held after following the meeting.
Mr. Tyndale moved, seconded by Mr. Jones, to accept the proposed payment of approximately $8,600 as outlined in the letter from Rhoads and Sinon dated May 19, 2003. The motion was unanimously approved.
Five-Year Financial Plan. Mr. Shope reported that Gannett Fleming is beginning work on the five-year financial plan and further updates would be given at future meetings.
Screen/Silo Closeout. Mr. Salisbury referred the members’ attention to the latest letter from U.S. Filter offering a total warranty period of five years. Mr. Shope voiced some concern with the conditions of the warranty and believed that the warranty should cover at least a two-year consecutive period of non-freezing. Mr. Salisbury stated that his interest lay in the requirements to keep the screen in “good working order” as stated in the letter. A brief discussion followed. By consensus, it was agreed that a letter should be written to U.S. Filter asking for the two-year consecutive period for non-freezing and also requesting a list of the maintenance requirements to keep the unit in “good working order.” It was suggested that Mr. Salisbury draft the letter and have it reviewed by the solicitor prior to sending it to U.S. Filter.
Billing Update. Mrs. Martin reported that the representative from Engle Business was scheduled to come into the Authority Office on May 22 and/or May 23 to fix the remaining problems with the updated program.
Update on Sandy Hollow Road. Mr. Salisbury reported that the project is progressing. The sewer has been installed to Manhole 16 and there are approximately four additional runs to go on the eastern side of Sandy Hollow Road. Mr. Salisbury estimated that the sewer would be installed within the next two to three weeks dependent upon the weather. He added that the restoration of the creek was due to be completed by June 6.
Proposal for Review and Update for Sewer Extension Construction Manual. Mr. Salisbury reported that he completed a review of the construction manual furnished by Gannett Fleming. A brief discussion followed and it was decided that Mr. Salisbury should work with Mr. Shope to finalize an acceptable construction manual for West Hanover and present it at the June meeting.
Mr. Jones moved, seconded by Mr. Steinmeier, to accept Gannett Fleming’s proposal to update the Sewer Extension Construction Manual. The motion was unanimously approved.
West Hanover Associates. Mr. Jones moved, seconded by Mr. Steinmeier, to rescind Resolution 2000-A-2 approved on March 21, 2000. The motion was unanimously approved.
Mr. Millard reported that Cleveland Brothers and Dermody Properties had paid approximately $64,000 and suggested that an authorization be granted to pass those funds on to West Hanover Associates. A lengthy discussion followed.
By consensus, it was agreed to table the payout issue until the June meeting.
Short Street Feasibility Study. Mr. Shope reported that sewer was not available via gravity lines for the remaining homes on Short Street not already connected to the public sewer. He met with Township Manager Mike Rimer to discuss this issue. Mr. Rimer advised Mr. Shope that the Township Engineers, Herbert Rowland and Grubic (HRG), were conducting a topographical study in the Short Street area. Mr. Shope is awaiting information from HRG on the topographical study and will update the Authority members at a future meeting.
Hiring of Treatment Plant Maintenance/Operator. Mr. Tyndale moved, seconded by Mr. Steinmeier, to authorize the Authority Manager to hire one of the three candidates proposed to the Authority. The motion was unanimously approved.
Release
Letter of Credit for Gary Houck and Sagewicke Development. Mr. Jones moved, seconded by Mr.
Steinmeier, to reduce Letter #D002386 from $62,500 to $9,375 for Sagewicke
Phases III and VA. The motion was
unanimously approved.
Mr. Jones moved, seconded by Mr. Steinmeier, to reduce
Letter #D002572 from $37,510 to $5,626.50 for Sagewicke Phases II and XA. The motion was unanimously approved.
Mr. Jones moved, seconded by Mr. Steinmeier, to release Letter #D021444 for Sagewicke Phase I. The motion was unanimously approved.
Purchase/Lease Copier for Authority Office. Mr. Salisbury and Mrs. Martin referred the members’ attention to the information provided in the packet for the purchase or lease of a new copier for the Authority Office. A suggestion was made that, since the lease or purchase of a copier was not in the 2003 budget, perhaps the Authority could lease the copier for the balance of 2003 and put the purchase price into the 2004 budget. A brief discussion followed.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize Authority staff to lease a new copier from Edwards Business Machines for the remainder of 2003 and then purchase the copier in 2004. The motion was unanimously approved.
No comments were offered on the correspondence included with the packets.
No public comment was offered at this time.
Don Steinmeier. Mr. Steinmeier stated that several residents approached him recently regarding the sewer billing process and suggested that the Authority provide payment books to the residents rather than mail monthly bills. Mrs. Martin stated that she had researched the payment book option at some point during 2002 and offered to provide the information to the Authority with the June packet. Mr. Millard asked Mrs. Martin to include the information with the June meeting materials. Mrs. Martin concurred.
Bob Jones. Mr. Jones had no comment.
Ken Tyndale. Mr. Tyndale had no comment.
Steve Millard. Mr. Millard had no comment.
No other business was brought before the Authority.
Manager. Mr. Salisbury provided a written report (a copy of which is attached to the Minutes).
Engineer. Mr. Shope distributed his written report at the meeting and Mr. Wendle provided a written report (copies of which are attached to the Minutes).
Solicitor. Mr. Yost had no further report.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to adjourn the meeting. The motion was unanimously approved. The meeting adjourned at 9:08 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary