WEST HANOVER TOWNSHIP WATER & SEWER AUTHORITY
7901 JONESTOWN ROAD, HARRISBURG, PA 17112
TUESDAY, DECEMBER 21, 2004, 7 P.M.
REGULAR 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, Vice Chairman
Robert R. Jones, Secretary/Treasurer
Gary Dunsworth
Kenneth L. Tyndale
No public comment was offered at this time.
PA American Water Company. Cheryl DiSanti of PA American Water Company gave a presentation on the merits of outsourcing the monthly sewer billing, which included the following highlights:
· The wastewater charges would be added to the monthly water bills at a charge of 65 cent per bill; sewer customers not serviced by public water would also receive a monthly bill for sewer services at a charge of 85 cents per bill. The per bill charges include postage, supplies, and manpower.
· PA American Water would transfer sewer receipts directly into the Authority’s account each week to ensure a steady cash flow.
· PA American Water would field all customer inquiry calls. This service is also included with the per bill charge.
· The Authority would access aging reports and monthly accounting reports through PA American Water’s website.
· The Authority would also have access to current account information through PA American Water’s website.
· Authority customers would have the ability to pay their bill by mail, at a local payment agency, via EFT, or by credit card at no additional charge to the Authority.
Following Ms. DiSanti’s presentation, the members thanked her for attending the meeting and advised they would consider the proposal.
Material Matters. Trudy Johnson of Material Matters was present to share the results of a study she performed on the Authority’s options for biosolids processing and final use. The Authority authorized the study at its October meeting. Some of the highlights included:
· Since 1998, the Authority’s biosolids have been land applied under a 10-year contract with Star Rock Farms. The price for 2004 was $42.93 per cubic yard (or approximately $85 per wet ton). The contract has provisions for annual increases based on the annual CPI. The estimated cost for 2005 would be $44 per cubic yard. By 2007, the cost would be approximately $46.23 per cubic yard. Although Star Rock Farms provides the transportation and spreading of the biosolids, the Authority covers all costs related to qualifying the farm, calculating agronomic rates, meeting record keeping requirements, and preparing the PADEP annual operating report is the responsibility of the West Hanover staff.
· During the course of the study, discussion was held with staff and an Authority representative. Collectively, it was agreed that the following options represent the most cost effective and reliable Class B options for consideration: (1) continue land application under current contract; (2) develop in-house land application program; (3) use an outside contractor through the bidding process; (4) landfill disposal; or (5) transport liquid to another wastewater treatment plant. Any of these options could be implemented within six months.
· Discussion was also held relative to Class A options available to the Authority. The Class A options being considered would be lower cost, low technology approaches. Collectively, it was agreed that the following options would represent the most cost effective and reliable options available: (1) composting; (2) vermiculture; or (3) agricultural.
· Class A treatment options focus on “processing” and product quality. These options for biolsolids are generally more costly because they require a greater level of treatment to meet the more stringent pathogen standards. “Managing” Class A biosolids is less restrictive, which makes managing disposition of the final product easier for the staff. More importantly, if biosolids processing is consistent and creates a high value product, it may be possible to generate revenues.
· Class B treatment options focus on “managing” the product rather than processing. Class B biosolids are considered safe and are accepted in the agricultural community. If carefully managed in accordance with regulatory requirements, these programs are generally the lowest cost. Class B options require a greater level of care in “managing” biosolids because they are processed to meet a less stringent standard than Class A. If not carefully managed, Class B programs are generally less reliable than Class A.
Following the presentation, the Authority members thanked Ms. Johnson for her comprehensive report.
Mr. Jones moved, seconded by Mr. Steinmeier, to approve the Minutes of November 16, 2004. The motion was approved 4-0, with Mr. Dunsworth abstaining as he was not present at the November 16 meeting.
Operating Expenses. Mrs. Martin reported that the pre-paid bills (those paid to meet due dates) totaled $61,051.18. Mrs. Martin also reported that the bills still pending for payment totaled $84,368.96.
Mr. Steinmeier moved, seconded by Mr. Jones, to approve the pre-paid bills in the amount of $61,051.18. The motion was unanimously approved.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the pending bills in the amount of $84,368.96. The motion was unanimously approved.
Material Materials (Vermitec). Mr. Jones stated that in his opinion Class A biosolids were the way to go. He urged the Authority to move in that direction. A brief discussion ensued. Mr. Millard stated that he would contact Ed Corriveau at DEP and Shawn Akers of Vermitec to ask if they could attend the Authority meeting in January to discuss the process and financial assistance avenues that might be available to institute the vermitec process in West Hanover. Mr. Millard added that it was his understanding that representatives from PENNVEST and the U.S. Department of Agriculture were interested in discussing financial options with the Authority.
Mr. Jones moved, seconded by Mr. Dunsworth, to explore options using the Vermitec process if financial grants could be obtained to make it financially feasible for the Authority. The motion was unanimously approved.
Consolidation of Tapping and User Fee Resolutions. Mr. Millard called the Authority’s attention to the final version of the Tapping and User Fee Resolution included with their packets. He advised that the final version included all of the changes suggested at the November meeting. He briefly reviewed those changes. Mr. Tyndale suggested that the Authority review the EDUs set forth in the resolution regarding car washes and laundromats.
Mr. Jones moved, seconded by Mr. Steinmeier, to approve Resolution 2004-A-4. The motion was unanimously approved.
Update on Wells/Bolton/Slate Ridge Sewer Project. Mr. Shope reported that the bid opening for this project was held at the Authority office on December 16, 2004 at 3 p.m. The following bids were received: (1) Doli Construction Corporation, $352,289; (2) Marks Contracting, Ltd., $375,646; (3) Mazzuca Enterprises, $387,690; (4) James T. O’Hara, Inc., $389,085; (5) Wexcon, Inc., $460,336.50; and (6) B&R Construction Services, Inc., $483,402.20. Mr. Shope asked the Authority to consider awarding the bid to Doli Construction as the lowest bidder. Doli Construction is located at 120 Independence Lane, Chalfont, PA 18914-1832.
Mr. Jones stated that he would prefer that the Authority consider awarding the bid to Marks Contracting, a local firm located in Lebanon, even though they were the second lowest bidder. A brief discussion ensued during which Mr. Yost stated that the Authority had a legal obligation to award the contract to the lowest bidder.
Mr. Tyndale moved, seconded by Mr. Dunsworth, to award the contract to the apparent low bidder pending receipt of insurance and bonding information and to issue a Notice to Proceed if all documentation is in order. The motion was approved 4-1, with Mr. Jones voting nay.
South Central EMS’ Request to Connect to Public Sewer. Mr. Salisbury reported that Lobar Construction submitted an estimate of $11,000 to extend the public sewer to service the South Central EMS building. A brief discussion ensued, during which it was suggested that Mr. Millard contact South Central EMS and request that it pay $2,500 of the $11,000 cost. The $2,500 would be in addition to the applicable fees in order to obtain a Sewer Connection Permit. Mr. Millard agreed to discuss the proposal with a representative at South Central EMS.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize the sewer extension to facilitate the South Central EMS building, if South Central EMS agreed to pay $2,500 towards the cost. The motion was unanimously approved.
Request from Lobar Regarding Connection to Public Sewer in Clover Hill. TABLED.
Update on Swatara Capacity. Mr. Yost provided an update stating that West Hanover’s Authority’s check in the amount of $23,867.61 was forwarded to the Swatara Authority, along with a letter from Chip Rubendall, the attorney representing West Hanover and South Hanover Townships in this matter.
Concerns Related to Millstone Sanitary Sewer Easement. Mr. Shope reported that he forwarded a letter to the Authority office with his recommendations in this matter. Staff will forward Mr. Shope’s recommendations to S&A Homes.
Update on Letters to Residents in Arrears. Mr. Yost called the Authority’s attention to a memorandum he prepared with recommendations on how to handle arrears. These recommendations will be discussed at a future meeting.
Update on Access Database. TABLED.
Grease Trap Resolution. Mr. Salisbury reported that he would have the Grease Trap Resolution prepared in the near future for consideration.
Award Bid for Wells/Bolton/Slate Ridge Project. This item was approved earlier in the meeting.
Approve Contract for Sewer Billing through PA American Water Company. The Authority members agreed that the proposal from PA American Water Company would be cost effective. Mr. Yost reported that he reviewed the contract provided by PA American Water Company and had some issues that he needed to clarify before it could be signed.
Mr. Jones moved, seconded by Mr. Steinmeier, to proceed with outsourcing the billing to PA American Water Company and authorized the Chairman to sign the contract when Mr. Yost worked out the details of the contract.
Approval of the 2005 Budget. Mr. Millard pointed out to the Board that provisions were made in the 2005 Budget to attempt to resolve the issues on the influent screen. Mr. Jones raised a question as to whether or not the Authority had any recourse against U.S. Filter since the screen has not worked effectively since it was installed two or more years ago. By consensus, it was agreed that Mr. Salisbury and Mr. Yost should work together to prepare a letter to U.S. Filter for the Authority’s review.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the 2005 Budget as presented. The motion was unanimously approved.
Approve Uniform Construction Code Resolution. Mr. Salisbury called the members’ attention to Resolution 2004-A-5, which addresses the requirements of the Uniform Construction Code related to the Authority.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to adopt Resolution 2004-A-5. The motion was unanimously approved.
Mr. Salisbury reported that the Authority did not currently have a UCC certified inspector in order to inspect newly installed sewer laterals. He added that Mr. Rodemoyer would sit for the UCC certification examination in February if the Authority would authorize the expenditure of the fee. Mr. Salisbury also reported that an arrangement had been proposed with the Township’s building inspector, Harold Arndt, to conduct the inspections until such time as the Authority had a UCC certified inspector.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize the expenditure of approximately $140 for Mr. Rodemoyer to sit for the UCC certification examination. The motion was unanimously approved.
Mr. Jones moved, seconded by Mr. Tyndale, to authorize staff to negotiate a fee with the Township for sewer lateral inspections up to $25 per inspection. The motion was unanimously approved.
Approve Sewer Tapping Fee Resolution. Mr. Salisbury called the members’ attention to Resolution 2004-A-3. He added that Mr. Shope’s letter was also included setting forth justification for adjustment of the tapping fee in accordance with Act 57. In addition, Mr. Salisbury provided a memorandum to the Authority regarding the Collection Fee, the Customer Facilities Fee, and the Connection Fee. A brief discussion ensued.
Mr. Jones moved, seconded by Mr. Tyndale, to adopt Resolution 2004-A-3, which sets the tapping fee at $2,700. In addition, the Connection Fee would be increased to $125, the Collection Fee to $135, and the Customer Facilities Fee to $175. The motion was approved 4‑1, with Mr. Millard voting nay.
Approve Sewer Plan for Winslett Phase II. Mr. Salisbury reported that Mr. Shope has completed his review of the revised plans for Winslett Phase II, and all of the engineering comments were satisfactorily addressed. Mr. Salisbury recommended approval of the plan.
Mr. Steinmeier moved, seconded by Mr. Jones, to approve the final sanitary sewer plan for the Winslett Phase II project contingent upon the completion of the following outstanding items:
· A Sewer Extension Agreement must be executed.
· A cost estimate for construction of the sanitary sewer line 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.
· Shop drawings detailing the materials to be used in the construction of the gravity sewer and sanitary manholes must be submitted to the Authority for review by the Authority’s engineer.
The motion was unanimously approved.
Report on Visit to Athens, PA to View Jones & Atwood Waste/Flow Screen. Mr. Millard called the members’ attention to the photographs, which he briefly reviewed. Further discussion about the Jones & Atwood Waste/Flow Screen will be held at a future meeting.
Mr. Salisbury briefly reviewed the correspondence included in the packets.
No public comment was offered at this time.
Bob Jones. Mr. Jones had no comments.
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.
Bonding. Mrs. Martin reported that, as requested by the Authority at the November meeting, she had contacted the insurance agency regarding renewal of her bond. The current bond is for $100,000; the Authority has requested that the bond be increased to $300,000. Mrs. Martin stated that the bonding company has requested a letter outlining the Authority’s rationale for wanting to increase the bond to $300,000. By consensus, it was agreed that Mrs. Martin should contact the insurance agency to ascertain the premium cost to increase the bond to $300,000 and that the matter would be discussed in January.
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 nothing further to report.
Mr. Dunsworth moved, seconded by Mr. Tyndale, to adjourn the meeting. The motion was unanimously approved. The meeting was adjourned at 10:12 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary