WEDNESDAY, JANUARY
19, 2005, 7 P.M.
REORGANIZATION
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
Kenneth L. Tyndale
Election of Chairman. Mr. Yost conducted the meeting for the election of Chairman.
Mr. Steinmeier moved to appoint Stephen L. Millard as Chairman of the Water and Sewer Authority. The motion was unanimously approved.
Election of Vice Chairman. Chairman Millard conducted the remaining elections.
Mr. Jones moved to appoint Donald L. Steinmeier as Vice Chairman of the Water and Sewer Authority. The motion was unanimously approved.
Election
of Secretary-Treasurer. Mr.
Jones moved to appoint Kenneth L. Tyndale as Secretary-Treasurer of the Water
and Sewer Authority. The motion was
unanimously approved.
Election
of Assistant Secretary-Treasurer. Mr.
Jones moved to appoint Mark A. Salisbury as Assistant Secretary-Treasurer of
the Water and Sewer Authority. The
motion was unanimously approved.
No public comment was offered at this time.
PA Department of Environmental Protection and Vermitec. Ed Corrvieau, representing the PA Department of Environmental Protection, was present at the meeting to outline some of the grant and/or loan options available through DCED and/or PENNVEST that might be available to the Authority in order to move forward with processing its sludge from Class B to Class A.
Shaun Ankers
and Isaak Tsui were present from Vermitec and provided an overview of the
sludge process available to the Authority to move the sludge from Class B to
Class A. In late 2004, several members
of the Authority visited a treatment plant in
A lengthy discussion ensued the presentations by Mr. Corriveau and Mr. Ankers, after which, by consensus, the Authority agreed to hold a special meeting on Wednesday, January 26, 2005, at 6 p.m., to continue discussion on the Vermitec process. Mrs. Martin will advertise the meeting.
Mr. Jones moved, seconded by Mr. Steinmeier, to approve the Minutes of the December 21, 2004 meeting as distributed. The motion was unanimously approved.
December 31, 2004. Mrs. Martin called the members’ attention to the invoice listing for bills paid on December 31, 2004, which would be included with the final figures for 2004. The amount totaled $47,403.45.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the invoices for December 31, 2004 in the amount of $47,403.45. The motion was unanimously approved, with Mr. Tyndale abstaining on the payment to K.L. Tyndale Incorporated.
Prepaid Invoices. Mrs. Martin called the members’ attention to the invoice listing for bills paid prior to the meeting in order to meet due dates, which totaled $7,777.26.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the pre-paid invoices in the amount of $7,777.26. The motion was unanimously approved.
Invoices for Approval. Mrs. Martin called the members’ attention to the invoice listing for bills that required approval by the Authority prior to payment, which totaled $63,978.48.
Mr. Jones moved, seconded by Mr. Tyndale, to approve the operating expenses in the amount of $63,978.48. The motion was unanimously approved.
Material Matters (Vermitec). This matter was addressed during the presentation.
Grease
Trap Resolution. TABLED.
Update on Wells/Bolton/Slate Ridge Sewer Project. Mr. Shope reported that the contract was awarded to Doli Construction and that he was waiting for the signed documents to be returned by the contractor. Provided all documents are in order when they are received, Mr. Shope anticipates issuing a Notice to Proceed prior to end of January.
Mr. Shope also asked the Authority whether or not it wanted to engage Gannett Fleming for full-time or part-time inspections. The cost for full-time inspections would be approximately $30,000-$40,000, and the cost for part-time inspections would be approximately $15,000-$20,000. A brief discussion ensued during which it was decided that most likely the Authority would engage Gannett Fleming for part-time inspections. Mr. Millard asked Mr. Shope to prepare a proposal for consideration at the February meeting. Mr. Shope agreed to do so.
Update on
South
Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve the proposal from Lobar Construction at a cost of $9,500. The motion was unanimously approved.
Request from Lobar Regarding Connection to Public Sewer in Clover Hill. This matter was tabled at an earlier meeting. Mr. Salisbury provided some background on this matter reporting that Lobar currently has a private grinder pump system in place to service its building in Clover Hill. Lobar made a request that it not be required to connect to the public sewer system currently being constructed in the Clover Hill development until such time as the grinder pump failed.
Mr. Jones moved, seconded by Mr. Steinmeier, not to require Lobar to connect to the public sewer at the present time. The motion was unanimously approved.
Update on Swatara Capacity. Mr. Yost reported that Mr. Rubendall was in the process of circulating information regarding attorneys, accountants, and engineers who might serve as arbitrators in this matter. He also reported that the Swatara Authority’s position is that all parties involved in the Intermunicipal Agreement should be party to the arbitration. No final decision has been made regarding that issue.
In a related
matter, Mr. Millard stated that he had received a notice regarding the annual
intermunicipal meeting of the Swatara Authority. By consensus, it was agreed that Mr. Millard
and Mr. Steinmeier would represent
Update on Millstone Sanitary Sewer Easement. Mr. Salisbury reported that Mr. Shope had provided a report on this matter. The engineering comments were forwarded to S&A Homes for consideration. Mr. Shope has proposed that representatives from S&A Homes and the Authority should meet to discuss this matter. By consensus, it was agreed that a meeting should be scheduled.
Update on Letters to Residents in Arrears. Mr. Salisbury called the members’ attention to the memorandum from Mr. Yost outlining a policy for handling sewer arrears.
Mr. Jones moved, seconded by Mr. Tyndale, to adopt the Solicitor’s memorandum as policy for handling sewer arrears. The motion was unanimously approved.
Update on Access Database. Mr. Shope reported that essentially the database has been completed. The final step to bring the project to completion will be to populate the database, which he is working on in cooperation with Authority staff.
Update on Contract for Outsourcing Sewer Billing to PA American Water. Mr. Yost reported that although he has spoken to representatives at PA American Water, he has not yet finalized his review of the contract.
Appointment
of Accountant. Mr. Jones
moved, seconded by Mr. Steinmeier, to appoint the firm of Diana M. Reed &
Associates as the accountants for 2005.
The motion was unanimously approved.
Appointment of Auditor. Mr. Jones moved, seconded by Mr. Steinmeier, to appoint the firm of Metzger Boles Broscius & Ritter as the auditors for 2005. The motion was unanimously approved.
Appointment
of Authority Engineer. Mr.
Jones moved, seconded by Mr. Tyndale, to appoint Gannett Fleming, Inc., as the
engineers for 2005. The motion was
unanimously approved.
Appointment
of Authority Solicitor. Mr.
Jones moved, seconded by Mr. Steinmeir, to appoint Yost and Davidson as
the solicitors for 2005. The motion was
unanimously approved.
Appointment
of Depository. Mr. Tyndale
moved, seconded by Mr. Steinmeier, to appoint Fulton Bank as the depository for
2005. The motion was unanimously
approved.
Resolution 2005-A-1. Mr. Steinmeir moved, seconded by Mr. Tyndale, to adopt Resolution 2005-A-1. The motion was unanimously approved.
Resolution
2005-A-2. Mr. Steinmeir moved,
seconded by Mr. Jones, to adopt Resolution 2005-A-2. The motion was unanimously approved.
Reduction in Letter of Credit for Winslett Phases I and III. Mr. Salisbury called the members’ attention to his memorandum dated January 14, 2005, which indicated that all testing had been completed and a Deed of Dedication had been submitted for Phases I and III. Mr. Yost will review the Deed of Dedication in the near future.
Mr. Jones moved, seconded by Mr. Steinmeier, to approve the reduction of Letter of Credit #100494 from $342,743 to $36,561.45. The motion was unanimously approved.
Additional Tapping Fees for Businesses. By consensus, it was agreed to table this matter until the February meeting.
Discussion on Sewer Inspections under the Uniform Construction Code (UCC). Mr. Millard reported that in light of the new regulations contained in the UCC relative to sewer lateral inspections, the Township would be conducting the inspections until further notice. Mr. Millard added that the Township had determined it would charge $125 for each sewer lateral inspection, and that the Township would collect that amount from each resident and/or developer who requested an inspection. Therefore, Mr. Millard stated that since the current Customer Facilities Fee charged by the Authority ($175) included the cost for inspection, perhaps the Authority should consider reducing it.
Mr. Salisbury called the members’ attention to a document he prepared showing the approximate cost associated with administration that the Authority would still incur even though the Township would be conducting the inspections. Further, a concern was raised as to whether or not a portion of the Customer Facilities Fees already collected from residents and/or developers who have yet to call for an inspection should be refunded. A lengthy discussion followed.
Mr. Jones moved, seconded by Mr. Steinmeier, to reduce the Customer Facilities Fees from $175 to $75. The motion was unanimously approved.
Contract for Interruption of Public Water Service when in Arrears. Mr. Yost said that his review of the contract was ongoing. By consensus, it was agreed to table this matter until a future meeting.
No public comment was offered at this time.
Mr.
Salisbury briefly reviewed the correspondence included with the packet,
particularly the letter from DEP regarding maintenance of the pump station
proposed for Sanjay Patel’s 30-unit motel and also the letter from Mr. Shope
regarding the Roger Hoffman property located at
Mr. Salisbury reported that he had a call into David Gates at DEP to discuss the pump station issue. He also reported that the information contained in Mr. Shope’s letter had been forwarded to Mr. Hoffman and his engineer for consideration. The sewer plan for Mr. Hoffman’s property would involve placing a private sewer line in a public right-of-way, owned by either the Township or PennDOT. Mr. Salisbury will bring both matters back to the Authority in February, if necessary.
REPORTS
Authority Manager. Mr. Salisbury submitted a written report (a copy is attached to the Minutes).
Engineer. Mr. Shope submitted a written report (a copy is attached to the Minutes).
Solicitor. Mr. Yost had no further report.
Mr. Jones moved, seconded by Mr. Tyndale, to adjourn the meeting. The motion was unanimously approved. The meeting adjourned at 11 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary