WEST HANOVER
TOWNSHIP WATER & SEWER AUTHORITY
7901 JONESTOWN
ROAD, HARRISBURG, PA 17112
TUESDAY, MARCH 16,
2004, 7 P.M.
REGULAR MEETING
Chairman Millard called the meeting to order at 7 p.m., followed by the Pledge of Allegiance.
Mr. Millard announced that the February 24, 2004 meeting was canceled due to lack of a quorum.
Stephen L. Millard, Chairman
Donald L. Steinmeier, Vice Chairman
Robert R. Jones, Secretary/Treasurer
Gary Dunsworth
Kenneth L. Tyndale
No public comment was offered at this time.
Mr. Steinmeier moved, seconded by Mr. Tyndale, to approve the Minutes of January 21, 2004 as distributed. The motion was unanimously approved.
FINANCIAL REPORTS
Operating Expenses. Mrs. Martin reported that the Operating Expenses for February 2004 were $92,018.04.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve the Operating Expenses for February 2004 in the amount of $92,018.04. The motion was unanimously approved, with Mr. Tyndale abstaining on payment of the bill to K.L. Tyndale in the amount of $992.75. The motion was unanimously approved.
Mrs. Martin also reported that the Operating Expenses for March 2004 were $73,892.58.
Mr. Tyndale moved, seconded by Mr. Dunsworth, to approve the Operating Expenses for March 2004 in the amount of $73,892.58. The motion was unanimously approved.
Update on Letters to Residents in Arrears. The Authority reviewed the arrears list, as well as the listing that was provided for residents in excess of $250. Mr. Yost will send letters to the residents who have arrears totaling more than $250.
A brief discussion took place regarding the billing process, specifically discussing (1) whether the billing should be changed to quarterly or even annually; (2) whether residents should have the option of receiving their sewer bills via e-mail; and (3) whether residents should be given the option of paying their bills electronically. It was agreed that staff should prepare a survey for review at the April meeting.
Waste Management Proposal for Grit/Screenings Box. Mr. Salisbury reported that he had no update on this matter.
Generator Proposal. Mr. Millard noted that a meeting was held with representatives from Gannett Fleming and Authority staff, during which several scenarios were discussed relating to the generator. Staff was requested to prepare a recommendation and/or cost report to be presented at the April meeting.
Access Database. Mr. Shope reported that he had no update on this matter.
Aerial Photography. Mr. Millard called the Authority’s attention to a memorandum dated March 12, 2004 from Township Manager Mike Rimer to the Board of Supervisors. Included with the memorandum was a proposal for services from Herbert, Rowland & Grubic, the Township’s engineer. The Board of Supervisors is interested in knowing whether or not the Authority would be interested in becoming a financial partner in this venture. A brief discussion followed as to what benefits a project like this could be to the Authority. It was agreed that it could be beneficial. Mr. Shope pointed out that the project would encompass several phases, the first of which would be done at a cost of approximately $31,000. The second phase could possibly cost up to $90,000. It was also pointed out that some expenses of the project could be recouped since the information gleaned could be sold to developers thereby saving them money.
Mr. Jones moved, seconded by Mr. Steinmeier, to contribute $5,000 to the project, with the understanding that the Authority would be provided with more details as each succeeding phase was proposed. In addition, the Authority should enter an agreement with the Township to become participants to income that could be realized in the future. The motion was unanimously approved.
Mr. Millard requested that Staff prepare a response to Mr. Rimer. Mr. Salisbury agreed to do so.
Well Testing. Mr. Salisbury called the Authority’s attention to the information provided in the packet regarding well testing. Two estimates were secured, one from Kohl Brothers in the amount of $1,800 and another from Eichelbergers, Inc., in the amount of $4,350. Mr. Salisbury stated that Mr. Rodemoyer had conducted some testing and shared those results with the Authority. A brief discussion followed. It was agreed that staff should make a temporary connection to determine if the well will service the polymer system.
Award Bid for Catwalk. Mr. Shope reported that Heisey Mechanical, Ltd. was the low bidder at a cost of $15,240. Mr. Shope indicated that Heisey Mechanical had requested a waiver from providing an OCP insurance policy for the project, as required in the bid specs. A brief discussion took place.
Mr. Yost voiced a concern that if the requirement of an OCP policy was waived that it might appear that the bidders may not be bidding from the same standpoint. A brief discussion followed. Mr. Tyndale noted that the approximate cost of providing an OCP policy would be $300. Upon further review, it was agreed that there was more than $300 difference between the lowest bidder and the next lowest bidder. Therefore, it was agreed that the requirement for an OCP policy could be waived.
Mr. Tyndale moved, seconded by Mr. Dunsworth, to authorize the engineer to prepare a Notice of Intent to Award the bid to Heisey Mechanical for $15,240, upon receipt of the performance bond and insurance documentation and waiving the requirement to provide an OCP policy. The motion was unanimously approved.
Comcast Internet Service. Mr. Salisbury called the Authority’s attention to the information provided in the packets relative to the costs of adding another telephone line versus installing a line for Comcast internet service. The cost of installing a second phone line would be approximately $225 plus a monthly charge of $19.63. The cost for installing Comcast cable would be approximately $250 with a monthly charge of $90.
Mr. Millard stated that the Township received free internet service as part of its franchise with Comcast, and that Mr. Rimer will check into the possibility of adding the Authority as part of the franchise when the contract is renegotiated in September 2004.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to authorize the installation of a second telephone line in order to access the internet. The motion was unanimously approved.
Request from Poppi Al’s. Mr. Salisbury called the Authority’s attention to a letter from Al Firestone, the owner of Poppi Al’s. Mr. Firestone is requesting a reduction in his monthly sewer charges due to the amount of water that goes out in his product (pizza) versus the amount of water that goes into the sewer system. A discussion followed. It was agreed that a letter should be sent to Mr. Firestone suggesting that he obtain the services of a process engineer. That information would then be provided to the Authority's engineer for review. Staff will prepare a letter to Mr. Firestone.
Disposal of Gateway Computers. Mr. Salisbury advised that uses had been found for two of the three Gateway computers that were replaced. One of the computers was moved to the lab to store lab testing results and the other is going to be used to access the internet. Mrs. Martin would like to purchase the remaining computer. Following a brief discussion, it was agreed that Mrs. Martin could purchase the computer at a cost of $25. Mrs. Martin thanked the Authority for its consideration.
Proposal from Pitney Bowes. Mr. Salisbury called the Authority’s attention to a proposal from Pitney Bowes to lease and/or purchase a machine that would assist in preparation of the sewer bills for mailing. A brief discussion followed. It was agreed that staff would contact the representative from Pitney Bowes and request a demonstration of the machine. Mr. Dunsworth also suggested contacting LWN, a firm that could assist in preparing the bills for bulk mailing. Staff will report back to the Authority.
Approval of Pine View Sewer Plan. Mr. Salisbury stated that the sewer plan for Pine View was ready for approval. Mr. Millard raised a concern relative to all of the contingencies that had to be completed by the developer, such as a cost construction estimate. Mr. Millard added that usually the approval of the sewer construction plan was a contingency in the plan that was approved by the Township. All contingencies have to be satisfactorily addressed prior to recording the plans at the Court House. A brief discussion followed. It was agreed that this matter would be discussed at a future meeting.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the
final sanitary sewer plan for the Pine View project contingent upon completion
of the following outstanding items:
·
A cost estimate for construction of the sanitary
sewer line and installation of the pump station must be submitted for review by
the Authority’s engineer.
·
Following approval of the cost estimate, security
must be posted within ten (10) days of the date of the approval letter.
·
A Sewer Extension Agreement must be executed.
·
Shop drawings detailing the materials to be used
in the construction of the gravity sewer, force main, and sanitary manholes
must be submitted to the Authority for review by the Authority’s engineer.
·
A pre-construction conference must be held with
the developer, the Authority, and the Authority’s engineer. The meeting may be scheduled by contacting
the Authority Office.
The motion was unanimously approved.
Approval of the Clover Hill Sewer Plan. Mr. Salisbury stated that the sewer plan for the Clover Hill development was ready for approval.
Mr. Jones moved, seconded by Mr. Tyndale, to
approve the final sanitary sewer plan for the Pine View project contingent upon
completion of the following outstanding items:
·
A cost estimate for construction of the sanitary
sewer line and installation of the pump station must be submitted for review by
the Authority’s engineer.
·
Following approval of the cost estimate, security
must be posted within ten (10) days of the date of the approval letter.
·
A Sewer Extension Agreement must be executed.
·
Shop drawings detailing the materials to be used
in the construction of the pumping station, gravity sewer, force main, and
sanitary manholes must be submitted to the Authority for review by the
Authority’s engineer.
·
A pre-construction conference must be held with
the developer, the Authority, and the Authority’s engineer. The meeting may be scheduled by contacting
the Authority Office.
The motion was unanimously approved.
Renew Certificate of Deposit. Mrs. Martin advised that the Certificate of Deposit, in the amount of $1.5 million, was due for renewal prior to the April meeting of the Authority. She indicated that she had spoken with a representative from Fulton Bank and was advised that the interest rate would likely stay at 2.75 percent. The interest rate has not yet been finalized by Fulton Bank. Following a brief discussion, it was agreed that the entire $1.5 million should be reinvested, as there is a balance in the Operating Fund of approximately $451,000.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize staff to renew the Certificate of Deposit at not less than the present rate of interest. The motion was unanimously approved.
Swatara Capacity. Mr. Millard announced that the Board of Supervisors, at its meeting on Monday evening, March 15, 2004, approved a resolution to assign the Swatara Capacity project to the Authority.
Mr. Shope provided a brief synopsis of the history of the capacity. Mr. Millard indicated that the Authority would have to become involved in arbitration in order to resolve the issue of whether West Hanover Township actually has capacity in the joint use interceptor at the Swatara plant. Mr. Millard indicated that he, Mr. Salisbury, and Mr. Yost attended a meeting earlier in the day at CET Engineering with representatives from Lower Paxton Township.
Mr.
Millard provided a brief outline of the possible costs involved in the
project. He advised that West Hanover
Township had approximately $1.2 million invested in the purchase of the Swatara
capacity and hoped to recoup that amount through future tapping fees. In addition, an agreement would have to be
reached with Lower Paxton Township for West Hanover Township to share the
transmission line, that cost would be approximately $500,000. Those funds would be paid to Lower Paxton
Township. Mr. Millard also advised that
he was requesting the Authority to authorize the expenditure of approximately
$5,000 to CET, as engineers for Lower Paxton Township, to investigate the approximate costs
to West Hanover Township for the project.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize the
expenditure of $5,000 for CET Engineering to investigate what monetary
investment would have to be made by West Hanover for an upgrade. The motion was unanimously approved.
Mr. Jones moved, seconded by Mr. Steinmeier, to authorize
the solicitor to move forward with arbitration between West Hanover Township,
South Hanover Township, and the Swatara Authority. The motion was unanimously approved.
Mr. Salisbury called the Authority’s attention to the letter received from Sharri Soule and the proposed response to that letter.
A question was raised relative to the letter from the Army Corps of Engineers as to who was responsible to resolve the issues relating to the stream. Mr. Salisbury indicated that he was working with Mr. Yingst and Follmer Excavating to resolve the issues.
No public comment was offered at this time.
Bob Jones. Mr. Jones asked Mr. Salisbury about the influent screen. Mr. Salisbury responded saying that, while the screen was operating at the present time, several problems had been encountered through the winter months. USFilter replaced scraper shoes in the compactor and a timer in the external thermostat. In addition, staff adjusted the nozzles on the compactor.
Gary Dunsworth. Mr. Dunsworth had no comments.
Ken Tyndale. Mr. Tyndale had no comments.
Don Steinmeier. Mr. Steinmeier had no comments.
Steve Millard. Mr. Millard had no comments.
Authority Manager. Mr. Salisbury provided a written report (a copy is attached to the Minutes).
Engineer. Mr. Shope provided a written report (a copy is attached to the Minutes).
Solicitor. Mr. Yost had no additional report.
Mr. Jones moved, seconded by Mr. Tyndale, to adjourn the meeting. The motion was unanimously approved. The meeting adjourned at 9:55 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary