WEST HANOVER TOWNSHIP WATER & SEWER AUTHORITY
7901 JONESTOWN ROAD, HARRISBURG, PA 17112
TUESDAY, SEPTEMBER 20, 2005, 7 P.M.
REGULAR MEETING
Chairman Millard called the meeting to order at 7 p.m.
Stephen L. Millard, Chairman
Donald L. Steinmeier, Vice Chairman
Kenneth L. Tyndale, Secretary/Treasurer
Robert R. Jones
William A. LaDieu
No public comment was offered at this time.
August 16, 2005 Regular Meeting. Mr. LaDieu moved, seconded by Mr. Steinmeier, to approve the August 16, 2005 Minutes as distributed. The motion was unanimously approved.
Operating Expenses. Mrs. Martin reported that the pre-paid bill (those paid to meet due dates) totaled $21,686.93. Mrs. Martin also reported that the bills still pending for payment totaled $77,369.37.
In response to a question as to whether or not the Colonial Country Club had taken delivery of two tons of vermiculture material, Mr. Jones responded that it had been delivered and that the groundskeeper would be monitoring the area that was treated.
Mr. Tyndale suggested that future purchases of postage stamps should be paid with an Authority check rather than having to reimburse employees, as he thought it might raise a question during an audit. Staff concurred with Mr. Tyndale’s request.
Mr. Tyndale moved, seconded by Mr. Steinmeier, to approve the pre-paid expenses in the amount of $21,686.93. The motion was unanimously approved.
Mr. Tyndale moved, seconded by Mr. Jones, to approve the operating expenses in the amount of $77,369.37. The motion was unanimously approved.
The members briefly reviewed the Arrears listing as of September 1, 2005. Mr. Yost stated that in the near future he would be sending letters to all residents who still have arrears under the in-house billing system.
Vermitech. Mr. Yost reported that he was continuing to work on a contract with Vermitech. Mr. Yost stated that the contract called for a payment of $50,000 when the contract was signed and another $195,000 at the time construction of the equipment commences. Mr. Yost added that Vermitech could not provide a performance bond for the full amount of the contract. A lengthy discussion ensued regarding finalization of the contract and its conditions.
Mr. LaDieu moved, seconded by Mr. Jones, to approve execution of the contract following review by the Solicitor and contingent upon obtaining a performance bond in the amount of $250,000 from Vermitech or obtaining an agreement with Vermitech to have the equipment fabricated within the United States. The motion was unanimously approved.
Update on Wells/Bolton/Slate Ridge Sewer Project. Mr. Salisbury reported that five more homes had to be connected in order to complete the project. He added that violation letters were forwarded to those residents who have either not connected and/or not obtained a Sewer Connection Permit.
Update on Swatara Capacity. Mr. Yost reported that he was still awaiting notification of a date to meet in order to discuss the discovery process. He has requested that he be provided with four or five possible meeting dates.
Concerns Related to Millstone Sanitary Sewer Easement. Mr. Yost reported that he was continuing to work on finalizing an agreement between the Township and S&A Homes. Mr. Millard indicated that there still was much work to be done to complete the sewer easement.
Influent Screen at Treatment Plant. Mr. Salisbury called the members’ attention to the procurement document prepared by Gannett Fleming and that was included with the packets. Mr. LaDieu stated that the technical specifications (Section 11334) were not part of the document provided to the Authority members. He also asked that the language regarding a payment bond be removed from the document. Mr. Salisbury indicated that Mr. Shope hoped to have an approval to advertise the bid document in order to received and review bids prior to the October 2005 Authority meeting. A brief discussion ensued.
Mr. Jones moved, seconded by Mr. Steinmeier, to advertise the Procurement Document upon review of the technical specifications by Mr. LaDieu or Mr. Millard. The motion was unanimously approved.
Proposal from Fulton Bank. Mr. Salisbury called the members’ attention to the proposal from Fulton Bank to have the Township and the Authority participate in a “Sweep Account” that could provide additional interest income to both. The cumulative amount needed for investment would be $4.5 million. A concern was raised as to what would happen if the account fell below the minimum balance. Mr. Millard indicated that the Township had tabled the proposal awaiting further information. By consensus, the Authority members agreed to table the proposal until the next meeting.
Tax Collector Request to Utilize Authority Drop Box. Mr. Salisbury reported that Mary Ann Kelemen had requested to use the drop box the Authority provided for residents to drop off their sewer payments at the Township Office after hours. The box was removed after the billing process was outsourced to PA American Water Company.
Mr. Jones moved, seconded by Mr. Steinmeier, to allow Ms. Kelemen to use the box in order to collection tax bills contingent upon the condition that it would be returned to the Authority if it was needed at some point in the future. The motion was unanimously approved.
No public comment was offered at this time.
Mr. Millard briefly reviewed the correspondence included with the packet.
Bob Jones. Mr. Jones had no comments.
Bill LaDieu. Mr. LaDieu provided the members with a brief overview of the Chesapeake Bay Strategy that would be implemented by DEP in the near future. He indicated that he thought the Authority should direct Mr. Shope to contact DEP in order to determine what flow has been assigned to West Hanover for 2010. He added that the assigned flow could impact how many connections could be made in the future. He also added that it was his understanding that all NPDES permits would be reopened in 2007 whether or not they were due for renewal. By consensus, it was agreed to place this item on the agenda for the next meeting.
Ken Tyndale. Mr. Tyndale had no comments.
Steve Millard. Mr. Millard had no comments.
Don Steinmeier. Mr. Steinmeier had no comments.
No other business came before the Authority.
Manager. Mr. Salisbury provided a written report (a copy is attached to the Minutes). In addition, Mr. Salisbury reported that he would most likely be able to provide some update on Short Street at the October meeting.
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 was adjourned at 8:31 p.m.
Respectfully submitted,
Gail A. Martin
Recording Secretary