WEST HANOVER
TOWNSHIP WATER AND SEWER AUTHORITY
7901 JONESTOWN
ROAD, HARRISBURG, PA 17112
TUESDAY, OCTOBER
21, 2003, 7 P.M.
REGULAR MEETING
Chairman Millard called the regular meeting to order at 7:02 p.m., followed by the Pledge of Allegiance. Mr. Millard announced that an executive session was held at 6 p.m. to discuss personnel and legal matters.
Stephen L. Millard, Chairman
Donald L. Steinmeier, Vice Chairman
Robert R. Jones, Secretary/Treasurer
Gary Dunsworth
Kenneth L. Tyndale
Anthony Nestico, Esq. Mr. Nestico was present representing Rustrum Realty, the developer for Chestnut Ridge. Mr. Nestico stated that he was present to update the Authority members on what had transpired since the September 16, 2003 meeting.
Mr. Nestico stated that he researched case law relative to condemnation of property by authorities in order to offer public sewer service to residents and/or developers. He distributed copies of the case law to the Authority members for review, and he highlighted a case involving Upper Saint Clair Township.
Mr. Nestico also stated that he spoke with Dennis Shatto, the solicitor for Central Dauphin School District. Mr. Shatto indicated that Rustrum would not have any difficulty in obtaining an easement from the school district. Further, Mr. Nestico indicated that Rustrum reached an agreement with S&A Homes to obtain the necessary easement through its property.
Mr. Nestico inquired as to the status of the Authority’s discussion with Mr. Watson. Mr. Millard stated that Mr. Watson just returned from Panama but that it was the Authority’s intention to obtain the easement through Mr. Watson’s property. In response to a question as to how much of an easement would be needed through Mr. Watson’s property, Mr. Russell indicated that an easement totaling approximately 1,300 feet would be needed.
John Melham of Melham Engineering was also present and stated that the land development plans for Chestnut Ridge had been revised to include installation of a pump station in the event the necessary easements could not be obtained. Mr. Melham submitted the revised plans to Mr. Salisbury for review by the Authority’s engineer.
September 16, 2003, Regular Meeting. Mr. Jones moved, seconded by Mr. Steinmeier, to approve the September 16, 2003 Minutes. The motion was unanimously approved.
Operating Expenses. Mrs. Martin indicated that the total operating expenses for October were $111,158.90.
Mr. Steinmeier moved, seconded by Mr. Dunsworth, to approve the operating expenses in the amount of $111,158.90. The motion was unanimously approved.
OLD BUSINESS
Update on Letters to Residents in
Arrears. Mr. Yost had nothing new
to report.
Five-Year Financial Plan. Mr. Jones stated that he was happy to see
that no rate increase was projected for 2004.
A brief discussion took place regarding
pump station #5, #7, and #8. Those
three pump stations do not have back-up generators and must be pumped out
manually in the event of a power outage.
A suggestion was made that perhaps back-up generators should be
purchased for each of the pump stations at a rate of one per year through
2006. Another suggestion was made to
purchase a portable generator so that, in the event of a power outage, it could
be towed to any of the locations. Mr.
Shope will look into that possibility and report back to the Authority. Mr. Jones asked Mr. Salisbury to
provide the Authority members with a listing of the pump stations by number and
their location. Mr. Salisbury will
provide that information with the next packet.
Following a brief discussion, it was
decided to move the following capital improvements to 2004: (1) Digester Catwalks - $30,000; (2)
Computer Upgrade (3 units) - $7,500; (3) Screening/ Washer Alarm Signal -
$1,500; (4) RSP Wetwell Redundant High Water Alarm - $1,000; (5) Dissolved
Oxygen and pH Monitors - $6,000.
Billing Update. Mrs. Martin reported that the representative
from Engle Business would update the new billing program prior to the end of
October. The billing process will be
done in totality on the current and the new billing systems to ensure the
accuracy of the new process. The November
bills will be run on the new postcards.
Update on Sandy Hollow Road. Richard Yingst was present to discuss the
final costs associated with the Sandy Hollow Road project. He distributed a breakdown of additional
charges that were not included in the initial cost estimate. The additional charges included (1) stone
fill, $79,497.83; (2) nine additional laterals, $9,000; (3) a lateral to Mrs.
Yahn’s property, $5,713.67; (4) blasting bills, $25,000; (5) landscape and
fiber core block for the creek, $23,422.40; (6) Act One bills, $30,64.98; (7)
inspection bill, $1,032.98; and (8) at least $5,308 for repairing driveways
damaged during construction. The
additional bills total approximately $179,639.86.
Mr. Salisbury briefly offered some
background on the Sandy Hollow Road project for the Authority members. The Authority reached an agreement between
Yingst Homes, S&A Homes, and Rustrum Realty to share in the cost of
installing public sewer service to Sandy Hollow Road, Terrann Drive, and Hollow
Drive. The Authority was to receive
credit for (1) the engineering costs, $50,000; (2) the generator, $15,000; and
(3) a reduced Letter of Credit, $10,000 (to be used in reducing the amount of
credit given the developer). The
remaining balance would be paid back to the developers in the form of a $1,000
credit for each Sewer Connection Permit obtained by the developers until all
expenses were recouped.
Mr. Salisbury went on to explain that the developers had agreed to pay $26,499 of the additional stone costs, the Township agreed to pay $15,000, and the Authority would pay the balance. In addition, the nine extra laterals that were installed were to vacant lots, and the Authority recouped $5,400 of that $9,000 cost. Mr. Salisbury added that a lateral for Mrs. Yahn’s property was missed on the original plan. Mr. Yingst explained that in order to install Mrs. Yahn’s lateral, the contractor had to cross a creek, which added $5,714 to the project costs. Mr. Salisbury also stated that the only outstanding item in the project was to repair the driveways damaged during construction. He said that initially the Township had agreed to repair the driveways and bill the Authority. However, since part of the damage to the driveways occurred outside the right-of-way, Township Manager Mike Rimer had advised Mr. Salisbury that the Township would not be able to make the repairs. Mr. Salisbury obtained three quotes for repairing the driveways, two of which were under $10,000 and the third was in excess of $13,000. A brief discussion ensued. It was noted that at the Board of Supervisors’ meeting on October 20, it was indicated that Mr. Harman, the roadmaster, would be in a position to repair the driveways and offered to prepare a quote for the Authority. Mr. Salisbury will follow up with Mr. Harman on October 23, 2003.
A lengthy discussion took place between
Mr. Yingst, staff, and the Authority members.
It was agreed that a decision on disposition of the additional costs
could not be resolved during the October 21, 2003 meeting. Mr. Yingst will provide the Act One
engineering bills to Mr. Salisbury for review. A suggestion was made that the Authority should meet in Executive
Session prior to its November meeting to discuss the matter.
Mr. Tyndale moved, seconded by Mr. Dunsworth, to review the bills related to the Sandy Hollow Road project, authorize the Authority Manager to make a decision regarding the paving of the driveways, and have the Authority make a decision regarding payment of the additional charges associated with Sandy Hollow Road at the next regular meeting in November 2003. The motion was unanimously approved.
It was agreed by consensus that an
Executive Session would be held at 6 p.m. on Tuesday, November 18, 2003.
Update on Sewer Extension
Construction Manual Project. Mr.
Jones stated that he had provided his comments to Mr. Salisbury.
Mr. Millard raised a question regarding
Deeds of Dedication and Easements. He
pointed out that the Construction Manual and the Sewer Extension Agreement
stated that no connections could be made to the sewer system until the
developer provided a Deed of Dedication and Easement to the Authority. Mr. Millard stated that several Deeds of
Dedication and Easements were outstanding, and Mr. Salisbury concurred that the
process was not working. A brief
discussion ensued during which it was decided that a Deed of Dedication and
Easement should be required as part of the planning process and be received
prior to final plan approval.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to adopt the revised Sewer Extension Construction Manual for sanitary sewer extensions contingent upon a modification being added regarding Deeds of Dedication and Easement. The motion was unanimously approved.
West Hanover Associates. Mr. Millard reported that the Authority had
agreed to pay West Hanover Associates $63,516.24 (less the Authority’s 5
percent administrative fee) and notify them that additional payments will be
made subsequent to the Authority utilizing its EDUs in the Manor Drive pump
station. The payment will be made
subsequent to the Authority’s notification to West Hanover Associates and their
agreement with the proposal. Mr. Yost
will draft the letter for Mr. Millard’s signature.
Mr. Jones moved, seconded by Mr. Steinmeier, to send a letter to West Hanover Associates outlining the Authority’s proposal. The motion was unanimously approved.
Reimbursement Monies to Developers. Mr. Millard referred to a motion that was
made at the September 16, 2003 meeting:
Mr.
Dunsworth moved, seconded by Mr. Tyndale, to open a Fulton Fund account to hold
the monies due to developers with payments by the 15th of the month
following the end of each quarter.
Payments would be due on January 15, April 15, July 15, and October
15 of each year until all amounts due have been paid.
The motion was tabled at the September
16, 2003 meeting, to be addressed at a future meeting.
Mr. Millard indicated that the
agreement with West Hanover Associates called for the disbursement of monies on
a monthly basis. Therefore, the motion
made on September 16, 2003 was not correct.
By consensus, it was agreed that the
payout of funds to West Hanover Associates would be addressed at the November
meeting but, in the meantime, staff was directed to open a Fulton Fund account
and move the monies due to the developers ($103,000) and West Hanover Associates
($63,516.24) into the new account.
Staff was directed to pay out the $103,000 due to the developers.
Accessibility to Mixer Motors. Mr. Shope distributed a revised drawing of
the proposed catwalks. He stated that
he provided the drawing as an update to the Authority. He will proceed with preparing specs for
advertisement.
Waste Management Proposal for
Grit/Screenings Box. Mr. Salisbury
stated that, at the request of the Authority members, he contacted Lebanon
Waste. Lebanon Waste can supply a two
cubic yard dumpster at a cost of $85 per month for the grit/screenings. He added that in order to move forward, it
would be necessary to complete a Form U, which included some lab testing. Mr. Salisbury said that he planned to
move forward with the testing and would report back to the Authority.
In response to a question from Mr.
Millard regarding the sludge being transported to the landfill, Mr. Salisbury
stated that he obtained prices from Lebanon Waste and Waste Management. Lebanon Waste quoted a monthly rental charge
of $175 for a 20 cubic yard dumpster plus a hauling charge of $45 a ton. Waste Management quoted a charge of $125 for
a 20 cubic yard dumpster, a $40 per month rental charge, and a hauling charge
of $39 per ton.
Discussion Regarding Updating
Tapping Fees for 2003. Mr. Shope
distributed a sheet showing calculations supporting a slight increase in the
tapping fees for 2004. Mr. Shope
indicated that he had some questions related to the calculations made by the
former engineering firm. No action was
taken on this matter.
NEW BUSINESS
Resolution 2003-A-5. Mr. Millard indicated that this resolution
set forth the rescinding of the motion made by the former Authority regarding
the agreement with West Hanover Associates.
Mr. Yost suggested that the Authority consider it at the November
meeting. The members concurred.
Reduction in Letter of Credit. Mr. Salisbury stated that he received a
letter from Robert Ziltz of Act One Consultants requesting a reduction in the
Letter of Credit for Sagewicke Phase VI.
Mr. Yost confirmed the Deed of Dedication had been recorded at the
Dauphin County Court House.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to reduce Letter of Credit #D002785 from $35,650 to $5,347.50. The motion was unanimously approved.
CORRESPONDENCE
Mr. Salisbury highlighted some of the
correspondence, including a proposal from Fulton Bank for additional services
that could be offered to the Authority, including a Lockbox wherein Fulton Bank
would collect all of the monthly sewer charges and deposit the funds into the
Authority’s account. In response to a
question regarding automatic payments, Mrs. Martin responded saying that Fulton
Bank currently allowed residents to pay their monthly sewer bills at the
Skyline View branch. Fulton Bank
deposits those payments directly into the Authority’s account. Fulton Bank also allows automatic payments
to the Authority’s account if the resident is a customer of Fulton Bank. Both of these services are offered at no
charge to the Authority. By consensus,
it was agreed that Fulton Bank’s proposal was not feasible for the Authority to
consider at the present time.
PUBLIC COMMENT
No public comment was offered at this
time.
AUTHORITY MEMBERS
COMMENTS
Bob Jones. Mr. Jones inquired as to the status of the
Wells Drive project. Mr. Millard
indicated that he requested Mr. Rimer to place this matter on the supervisors’
agenda so that action could be taken prior to the end of 2003 so that the
project can be put into the Authority’s budget for 2004.
Mr. Jones asked for a status on the
effluent screen and whether or not staff thought some provision should be made
to cover the screen to protect it from the winter weather and possible
freezing. Mr. Salisbury responded
saying that staff was still encountering some problems but that the proper
maintenance was being conducted and documented in order to meet the
requirements of the warranty from USFilter.
Mr. Jones complimented Mr. Salisbury on
the prompt handling of the recent force main break on Rider Lane.
Gary Dunsworth. Mr. Dunsworth stated that he thought it was
necessary to close the loop on CET Engineering and inquired as to whether or
not they had performed adequately and done all they were supposed to do on the
Sandy Hollow Road project. Mr.
Salisbury responded saying that he would pull the engineering proposal for the
Sandy Hollow Road project and report back to the Authority.
Ken Tyndale. Mr. Tyndale had no comments.
Don Steinmeier. Mr. Steinmeier had no comments.
Steve Millard. Mr. Millard had no comments.
ANY OTHER BUSINESS THAT
MAY COME BEFORE THE AUTHORITY
No other business came before the
Authority.
REPORTS
Manager. Mr. Salisbury submitted a written report (a
copy is attached to the Minutes).
Engineer. Mr. Shope distributed a written report (a
copy is attached to the Minutes). In
addition, he asked whether or not the Authority would support creating an
Access database, which would track remaining capacity, etc. He stated that the cost would be approximately
$3,500-$4,000. It was suggested that
Mr. Shope contact Mr. Rimer and coordinate this activity with the Township, as
the Township had some GIS mapping capabilities already in place. Mr. Shope indicated that he would
contact Mr. Rimer and report back to the Authority.
In response to a question from Mr.
Jones regarding the Swatara capacity, Mr. Shope stated that he would call Mike
Kreiser at the Swatara treatment plant during the week of October 27.
Mr. Wendle submitted a written report
(a copy is attached to the Minutes) regarding the Sandy Hollow Road project.
Solicitor. Mr. Yost stated that he and Mr. Millard
would schedule a meeting in the near future with Mr. Watson relative to the
easement on his property.
ADJOURNMENT
Mr. Jones moved, seconded by Mr.
Steinmeier, to adjourn the meeting. The
motion was unanimously approved. The meeting adjourned at 9:40 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary