ETSA 2011 Solicitor Cassidy called the January 13, 2011 meeting of the Earl Township Sewer Authority to order at 7:02 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Doug Snader(Operator), and Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Solicitor Cassidy asked for nominations for the following officers:
Chairman: Earl nominated Fred Wissler, Floyd seconded and all voted yes.
Vice-Chairman: Fred nominated Eugene Neidermyer, Earl seconded and all voted yes.
Secretary: Floyd nominated James Leonard, Earl seconded and all voted yes.
Treasurer: Fred nominated Earl Kenepp, Floyd seconded and all voted yes.
Assistant Treasurer: Gene nominated Floyd Grove, Earl seconded and all voted yes.
Appointed Secretary/Treasurer: Fred nominated Joy Oberholtzer, Floyd seconded and all voted yes.
Appointed Assistant Secretary/Treasurer: Earl nominated Brenda Becker, Floyd seconded and all voted yes.
Solicitor: Fred made a motion to appoint Solicitor William Cassidy of Appel & Yost, Earl seconded and all voted yes.
Engineer: Gene made a motion to appoint Gary Martin of Gannett Fleming, Earl seconded and all voted yes.
Auditor: Fred made a motion to appoint Linda Fox of Weinhold, Nickel & Co., Floyd seconded and all voted yes.
Depositories: Fred made a motion to approve Ephrata National Bank, PNC Bank, Susquehanna Bank and PLGIT, Earl seconded and all voted yes.
The Authority reviewed the 2011 Engineering Service Rate Table which reflects a slight increase in the cost.
Solicitor Cassidy then turned the meeting over to Chairman Fred Wissler for the regularly scheduled monthly meeting at 7:10 pm.
Fred made a motion to approve the December 9, 2010 minutes. Earl seconded and all voted yes.
Joy reported that Earl Martin, Power Pro, 107 Short Road, was unable to attend this meeting and he will try to attend February’s meeting to discuss the sewer extension proposed by Log Cabin Court Mobile Home Park.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity for the month of December. The Authority directed Joy to mail a letter to the New Holland Family Restaurant, requiring ninety (90) days of daily readings.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity again for December. Earl made a motion to bill Brookshire Plaza one (1) additional EDU at the rate of Four Thousand Eight Hundred Dollars ($4,800.00). Floyd seconded the motion and all voted yes.
Lapp Structures, 220 Jalyn Drive, was over their purchased capacity for the fourth (4th) quarter (water readings that were provided by the New Holland Borough on a quarterly basis). Joy reported that Lapp Structures did not respond to the letter that was mailed out last month about the Authority requiring ninety (90) days of daily readings. The Authority directed Joy to mail another letter requiring that the readings begin immediately, and if they are not completed, they will be billed for additional capacity. The Authority also directed Joy to include the meter readings provided by the New Holland Borough so that Lapp Structures can see how much they are over their purchased capacity and to also check their toilets for leaks.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for the fourth (4th) quarter. Doug reported that he has been in communication with Lighthouse Vocational Services, and they explained that they were not able to get in to be able to read the meter. Doug said he was going to contact them to see if they can help, but Lighthouse Vocational Services plan to complete the ninety (90) days of daily readings.
Jalyn Developers, 154 Orlan Road, was over their purchased capacity for the fourth (4th) quarter. Joy reported that Jalyn Developers did not respond to the letter that was mailed out last month about the Authority requiring ninety (90) days of daily readings. The Authority directed Joy to mail another letter requiring that the readings begin immediately, and if they are not completed, they will be billed for additional capacity. The Authority also directed Joy to include the meter readings provided by the New Holland Borough so that Jalyn Developers can see how much they are over their purchased capacity and to also check their toilets for leaks.
Sindall Leasing Inc, 461 Diller Avenue, was over their purchased capacity for the month of December. The Authority directed Joy to mail a letter to them about their sewer usage and to also check their toilets for leaks.
Meadowcreek Welding, 221 Jalyn Drive, was within their purchased capacity of one (1) EDU according to the half month of meter readings for December.
The New Holland Recreation Center, 123 North Shirk Road, submitted incomplete readings for the month of December. The Authority directed Joy to contact Duane Miller, Executive Director, and explain that the readings have to be read daily.
Fred reported that an Earl Township employee hit a manhole on South Custer Avenue, which wrecked the plow. At the time, it appeared that the manhole was not damaged. Fred explained that it would cost approximately Ten Thousand Dollars ($10,000.00) for a new plow. ETSA, Western Heights Water Authority, and Earl Township all have the same carrier and Fred explained that his concern is whether all entities will receive fair coverage when two (2) entities file claims for the same incident, being that all are under the same insurance carrier. Solicitor Cassidy explained that he believes that the current insurance carrier would offer the same coverage as compared to the entities being split into different insurance carriers. Solicitor Cassidy also explained that the Authority could call the current insurance carrier and explain the situation and inquire how they would process the claim. Doug reported that the manhole seemed to have no damage. After some discussion, Doug was directed that he will inspect the manhole in the spring or summer to see if there was any damage.
The Authority reviewed the letter from Theresa Sims, 508 Airport Road, regarding her delinquent account. Mrs. Sims letter explains that she is refusing to pay for the legal services on the date of October 15, 2010, because she doesn’t believe that it took point six (.6) hours to send an email regarding her name change. Mrs. Sims is also contesting the additional penny that she was charged due to the Four Dollar ($4.00) charge that was divided by three (3) people. Joy reported that Mrs. Sims submitted a check for partial payment of the total invoice. After some discussion, the Authority directed Joy to reply to Mrs. Sims, explaining that the legal charges are reasonable and being that she didn’t pay the invoice within thirty (30) days, she will be charged interest.
Gary reported that Tractor Supply Company, 725 East Main Street, submitted Sewer Connection Plans. Gary explained that Tractor Supply Company is putting in a holding tank and he is going to reply to them and suggest that the holding tank be laid out to facilitate future connection to the public sewer.
Gene made a motion to approve the Developer’s Agreement that Auto Zone, 870 West Main Street, submitted. Earl seconded the motion and all voted yes. The Agreement explains that the Auto Zone desires to establish an escrow for reimbursement of Authority expenses necessary for the review of the preliminary sewer and general design plans associated with the Pump Station and Force Main. The Escrow Fund will be in the amount of Five Thousand Dollars ($5,000.00) and shall be used to reimburse the Authority for engineering fees and attorneys’ fees incurred in connection with the review of the sewer design plans, and any other legal or engineering expense which the Authority may incur in the development of the Tract and the design, construction and installation of the proposed Pump Station and Force Main. If the Escrow Fund has been reduced to the One Thousand Dollars ($1,000.00) or less as a result of withdrawals, the Authority shall bill Auto Zone an amount sufficient to restore the Escrow Fund to the sum of Five Thousand Dollars ($5,000.00).
The Ethics Commission Forms were passed out and are to be returned when completed.
Earl made a motion to amend the standard Developer’s Agreement with the addition on page five (5) number six (6), which allows the developer the option to open an Escrow Fund if they choose to do so. Gene seconded the motion and all voted yes.
Solicitor Cassidy reported that Charles Courtney, Dr. Chadaga’s Solicitor, Log Cabin Court Mobile Home Park’s (LCCMHP), contacted him to put together a meeting with LCCMHP’s counsel, and the Authority. The Authority directed Solicitor Cassidy to contact Mr. Courtney to arrange a meeting.
Gene made a motion to APPROVE RESOLUTION 2011-01, ADOPTING UPDATED SPECIFICATIONS FOR CONSTRUCTION OF SANITARY SEWERS. Floyd seconded the motion and all voted yes.
Gene made a motion to approve the increase of Project 1 Tapping Fee to Four Thousand Nine Hundred Dollars ($4,900.00). Jim seconded the motion and all voted yes.
Fred made a motion to approve the increase of Project 2/3 Tapping Fee to Eight Thousand One Hundred Dollars ($8,100.00). Earl seconded the motion and all voted yes.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for December.
2. Lonnie Stoltzfus Septic Service hauled 77,000 gallons of sludge in December.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows for System and Car Wash: System average flow for December was 42,700 gpd (compared to November’s 40,300 gpd and October’s 44,700). Car Wash average for December was 1,770 gpd (compared to November’s 670 gpd and October’s 560 gpd).
2. CVS/Ebersole Dedicated Services Property: The connection is active. Currently still waiting for clarification of the easements.
3. New Holland STP Upgrade Status: No cost sharing reimbursements issued by the Borough to date.
Project 2/3:
1. MEMHP: Average daily flows for was December’s 13,900 gpd (compared to November’s (metered) 15,500 gpd and October’s 14,200 gpd). The meter readings went up when school was out and flow did go up slightly during the holidays.
2. GSV: Average daily flows for December was 52,900 gpd (compared to November’s 52,300 gpd and October’s 57,100 gpd). Average daily flow under 54,185 gpd – Guarantee of Capacity Fee of $333.36 assessed this month. With the July 12, 2008 capacity agreement, the purchased capacity is 62,869 gpd.
3. Monthly STP Flows: Average daily flow for December was 274,300 gpd (compared to November’s 271,000 gpd and October’s 284,700 gpd).
4. EESA: Average daily flow for December was 131,100 gpd (compared to November’s 131,000 gpd and October’s 137,400 gpd).
5. Limited Connection Plan: Two (2) EDUs were issued last month (Himes Hill (1) and Cheltenham (1)) so 444 EDUs were available to start January (unless DEP changes allocation).
6. King Construction: The final inspection was completed on April 16, 2009. Met with Mr. King on December 2, 2010. He is still moving forward towards final documentation and dedication.
7. Log Cabin Court Mobile Home Park: 53.76 EDU’s were purchased on September 12, 2008. The draft cost sharing proposal was received on November 10, 2010. A comment letter regarding initial gravity verses force main options submissions issued on November 17, 2010. There was no response to the review letter (yet), but December 14, 2010 response noted that LCCMHP is looking at other sewer alternatives before deciding on how to proceed.
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 7,011.48
The December receipts were:
Project #1 - $ 7,877.72
Project #3 - $ 109,941.65
Earl made a motion to approve the disbursements for Project #1 in the amount of $20,299.75. Floyd seconded and all voted yes.
Floyd made a motion to approve the disbursements for Project #3 in the amount of $59,495.52. Earl seconded and all voted yes.
Meeting adjourned at 8:55 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the February 10, 2011 meeting of the Earl Township Sewer Authority to order at 6:50 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Jerry Brackbill (Operator), and Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Floyd made a motion to approve the January 13, 2011 minutes. Earl seconded and all voted yes.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity for the month of January. Joy reported that they started their ninety (90) days of daily readings on February 1, 2011.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for January. Joy reported that an invoice for one (1) additional EDU was mailed on January 17, 2011 and no response was received. The Authority directed Joy to mail a letter requesting their presence at the March 10, 2011 meeting to discuss the invoice and their excessive sewer usage.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for January, month one (1) of three (3). Jerry reported that he communicated with Lighthouse Vocational Services and they explained that they have a leak and they are in the process of locating it.
Jalyn Developers, 154 Orlan Road, was within their purchased capacity for January, month one (1) of three (3).
Meadowcreek Welding, 221 Jalyn Drive, was within their purchased capacity for January, month two (2) of three (3).
Sindall Leasing Inc, 461 Diller Avenue, is over their purchased capacity for January. The Authority reviewed the letter from Sindall Leasing Inc regarding their elevated sewer usage. The letter explained that they discovered a leaking toilet and the leak was fixed. The Authority directed Joy to mail a letter requiring ninety (90) days of daily readings.
Joy reported that the New Holland Recreation Center, 123 North Shirk Road, started their ninety (90) days of daily readings on January 31, 2011.
Joy reported that Lapp Structures, 220 Jalyn Drive, started their ninety (90) days of daily readings on February 3, 2011.
Floyd made a motion to approve RESOLUTION 2011-02, A RESOLUTION ADOPTING A FEE SCHEDULE REFLECTING THE INCREASE IN THE TAPPING FEE (PROJECT 1), IN THE AMOUNT OF FOUR THOUSAND NINE HUNDRED DOLLARS ($4,900.00) AND TAPPING FEE (PROJECT 2/3), IN THE AMOUNT OF EIGHT THOUSAND ONE HUNDRED DOLLARS ($8,100.00), WHICH WAS EFFECTIVE JANUARY 13, 2010. Earl seconded the motion and all voted yes.
The Authority reviewed the New Holland Boroughs cost sharing invoice for the Chesapeake Bay Initiative, Wastewater Plant upgrades. Gene made a motion to approve the invoice in the amount of Seven Thousand Nine Hundred Ninety-One Dollars and Fifty-Two cents ($7,991.52), which is three point twenty-two percent (3.22%) of the construction expenditures. Jim seconded the motion and all voted yes. The next invoice is expected for the April meeting (per Dick Fulcher). Gary reported that based on the construction contract costs logged to date, the remaining ETSA share will be approximately Thirty-Four Thousand Five Hundred Dollars ($34,500.00).
Joy reported that Kitty Lou Miller, 771 West Main Street, contacted the office and explained that she doesn’t want her sewer bill mailed to her in Virginia. Kitty requested that the sewer bill mailed to her tenant only, Deborah Rendon. After some discussion, the Authority directed Joy to contact Kitty explaining that the bill has to be mailed to Kitty, because she is responsible that the bill gets paid.
Joy reported that after three (3) quarters delinquency of payment on a sewer account, the account then gets turned over to Solicitor Cassidy. Solicitor Cassidy mails a letter to inform the customer that if they do not pay their delinquent account, a lien will be filed. If the customer pays their delinquent account after receiving the letter from Solicitor Cassidy, the charges from Appel & Yost LLP for the preparation of that letter are not to be billed to the customer. However, if a municipal lien is subsequently filed in accordance with state law for an account which remains delinquent, then the attorney fees can be pursued. If the customer has paid an overdue bill which includes attorney fees and acknowledges the responsibility to reimburse the Authority for those legal costs, attorney fees may be billed. Joy also reported that there is a ETSA Administrative Fee in the amount of Fifty Dollars ($50.00) in place and we could bill to help make up for the legal charges. After some discussion, the Authority decided to discontinue billing delinquent customers the legal charges for the initial delinquent letter and the Authority will pay this expense.
Joy reported that David and Mary Ann Olson, 547 Airport Road, is delinquent an additional three (3) quarters, which is in additional to the current lien that was filed on July 1, 2010. Solicitor Cassidy reported that the Authority could file a District Justice Complaint, which can include the current delinquent charges plus the lien charges. Earl made a motion directing Solicitor Cassidy to mail a letter to David and Mary Ann Olson giving ten (10) days notice, and if they do not respond, a District Justice Complaint shall be filed. Floyd seconded the motion and all voted yes.
Gene made a motion to adopt the updated short form of the Standards for Pipe and Installation of Service Lines. Earl seconded the motion and all voted yes.
The Authority reviewed the letter from the Department of Environmental Protection (DEP) regarding AutoZone, 870 West Main Street, sewage facility planning. The letter explains that four hundred (400) gallons of sewage per day is treated, however, this is an old measurement. Gary will clarify that ETSA only allows two hundred fifty (250) gallons per day per EDU.
Joy reported that there was a change of occupancy at 152 Jalyn Drive. The Authority reviewed the email from Earth Grain Bakeries, which explains that the business is a wholesale bakery distribution center. They currently operate eleven (11) wholesale bakery routes. Earth Grain Bakeries has three (3) evening dock workers and a two (2) person management team. The Authority directed Joy to mail a letter explaining that due to the minimal amount of employees, they are not requiring ninety (90) days of daily readings. When another business occupies 152 Jalyn Drive in the future, ninety (90) days of daily readings will be required.
Gary reported that there was a meeting held on February 9, 2011 regarding the Log Cabin Court Mobile Home Park (LCCMHP) and the following were in attendance: Solicitor Charles Courtney, McNees Wallace & Nurick LLC, Jeff Sweater, ELA Group Inc, Fred, Solicitor Cassidy, Gary and Joy. At this point, Solicitor Courtney has not contacted any of the surrounding property owners about obtaining Easements. Gary reported that the alternative sewer line to the New Holland Borough doesn’t appear to be an option anymore. Jeff proposed that the Authority might consider charging the regular tapping fee rate plus additional charges, to be reimbursed to Dr Chadaga for the “Southern Extension”, which is from the intersection of Tower Road and PA Route 23 to East Earl Road. Solicitor Courtney explained that he would communicate with Dr Chadaga about the meeting being that Dr Chadaga wasn’t in attendance and will get back to the Authority regarding which route they would request.
Solicitor Cassidy reported that he mailed the easement assignment, regarding the line dedication to John King, King Construction, 531 Hollander Road, and is waiting to hear back from them.
Fred reported that he believes that in one (1) or two (2) years inflation is going to occur and the STP expansion will break the Authority. After some discussion, the Authority tabled the discussion.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for January.
2. Lonnie Stoltzfus Septic Service hauled 88,000 gallons of sludge in January.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows for System and Car Wash: System average flow for January was 44,000 gpd (compared to December’s 42,700 gpd and November’s 40,300). Car Wash average for January was 2,660 gpd (compared to December’s 1,770 gpd and November’s 670 gpd).
2. CVS/Ebersole Dedicated Services Property: The connection is active. Currently still waiting for documentation and recording of Easements to complete the project.
Project 2/3:
1. MEMHP: Average daily flows for January was 12,700 gpd (compared to December’s 13,900 gpd and November’s (metered) 15,500 gpd).
2. GSV: Average daily flows for January was 51,500 gpd (compared to December’s 52,900 gpd and November’s 52,300 gpd). Average daily flow under 54,185 gpd – Guarantee of Capacity Fee of $708.39 was assessed this month. With the July 12, 2008 capacity agreement, the purchased capacity is 62,869 gpd.
3. Monthly STP Flows: Average daily flow for January was 264,400 gpd (compared to December’s 274,300 gpd and November’s 271,000 gpd).
4. EESA: Average daily flow for January was 125,800 gpd (compared to December’s 131,100 gpd and November’s 131,000 gpd).
5. Limited Connection Plan: One (1) EDU was issued last month (Cheltenham (1)) so 459 EDUs were available to start February (unless DEP changes allocation).
6. Log Cabin Court Mobile Home Park: 53.76 EDU’s were purchased on September 12, 2008. The draft cost sharing proposal was received on November 10, 2010. A comment letter regarding initial gravity verses force main options submissions was issued on November 17, 2010.
The balances for the delinquent accounts were:
Project #1–$ 336.07
Project #3- $ 8,950.05
The January receipts were:
Project #1 - $ 36,868.49
Project #3 - $ 76,300.08
Gene made a motion to approve the disbursements for Project #1 in the amount of $15,157.79. Earl seconded and all voted yes.
Earl made a motion to approve the disbursements for Project #3 in the amount of $65,438.60. Floyd seconded and all voted yes.
Meeting adjourned at 7:55 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the March 10, 2011 meeting of the Earl Township Sewer Authority to order at 6:45 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Jim made a motion to approve the February 10, 2011 minutes. Earl seconded and all voted yes.
Jeffrey Stalter, Brookshire Plaza, 830 West Main Street, was present to discuss Brookshire Plaza’s sewer usage. Jeffrey reported that he had the Witmer Company come out and in their investigation they found two (2) leaking toilets. The Witmer Company replaced the toilet in Subway and repaired the toilet in Six Feet Under. They completed one (1) more test but the results are not available yet. The Authority directed Jeffrey to take ninety (90) days of daily meter readings. Doug explained that it is a little difficult to get in to read the meter because it is in a meter pit. Doug explained to Jeffrey that he can borrow a tool of Authority’s to be able to take the lid off the pit. Earl made a motion to defer the invoice for one (1) EDU until the ninety (90) days of daily readings are completed. Gene seconded the motion and all voted yes. Jeffrey stated that he has not paid his most recent sewer bill but will do so in the next week.
Lighthouse Vocational Services, 144 Orlan Road, was substantially over their purchased capacity for February, month two (2) of three (3). After reviewing the Lighthouse Vocational Services daily readings, the Authority directed Doug to contact and meet with them to find out why the usage was so high in February.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity one (1) day in February, month one (1) of three (3).
Jalyn Developers, 154 Orlan Road, was within their purchased capacity for February, month two (2) of three (3).
Sindall Leasing Inc, 461 Diller Avenue, is over their purchased capacity for February. Joy reported that Peg Hess explained that she believes they found and isolated the water leak. It is to an underground in-floor heating system, which as of now has been shut off until it can be fixed. The meter stopped spinning since this area was shut down. The system is not necessary to continue business at this time and will stay shut off. Peg also explained that she would have the problem fixed in the next few pleasant weather months.
Meadowcreek Welding, 221 Jalyn Drive, was within their purchased capacity for February, month three (3) of three (3).
New Holland Recreation Center, 123 North Shirk Road, was over their purchased capacity two (2) days in February, which was due to the refilling of the pool, month one (1) of three (3).
Joy reported that Lapp Structures, 220 Jalyn Drive, didn’t submit their readings for February. Joy reported that she called Lapp Structures since the readings were not received by the fifth (5th) of the month. Joy explained that Lapp Structures was contacted by the New Holland Borough (NHB) to discontinue the meter readings and Lapp Structures confused NHB with the Authority. Joy reported that they will start taking the ninety (90) days of daily meter readings immediately.
Joy reported that Jenny Zeiset, 144 Bridle Path, will attend the April 14, 2011 meeting to discuss the sewer connection for 144 Bridle Path. Doug reported that he talked to Jenny and she has a Sewer Easement from her property through another property to Greentree Drive. Joy explained that Jenny also stated that she will meet with her Engineer and they will draw up Plans to present next month.
The Authority reviewed the letter from CB Structures, 202 Orlan Road, which is requesting sewer capacity. Jim made a motion to approve the request for two (2) EDUs at the location of 202 Orlan Road. Earl seconded the motion and all voted yes.
The Authority reviewed the contract for the 2011 price quotation from CE Pontz. The Authority directed Joy to contact them to reword some of the contract which will show the price per visit. The quotation listed thirty (30) visits and that should be removed. The cost per visit for all four (4) Pump Stations will cost One Hundred Thirty-Six Dollars and Thirty-Four Cents ($136.34), which is the same as last years price.
Joy reported that she completed some research on the legal charges from Appel & Yost LP for a sewer account that is three (3) quarters delinquent. The legal charges would cost anywhere from Thirty-One Dollars ($31.00) to Fifty-One Dollars ($51.00) for legal research and mailing the initial delinquent letter. After some discussion, the Authority decided to discontinue billing delinquent customers the legal charges for the initial delinquent letter and the Authority will pay this expense.
Joy reported that Dennis and Katina Hoffert, 129 Windsock Way, have an outstanding sewer bill that is in the amount of One Thousand Fifty Four Dollars and Eighty Cents ($1,054.80) and it is not covered by a lien. Dennis has a total bill of Five Thousand Five Hundred Twenty-Five Dollars and Fifty Cents ($5,525.50). Of that amount, there was a lien filed on August 25, 2009 in the amount of Two Thousand Six Hundred Fifty-Two Dollars and Twenty-Seven Cents ($2,652.27) and another lien was filed on September 29, 2010 in the amount of One Thousand Eight Hundred Eighteen Dollars and Forty-Three Cents ($1,818.43). Earl made a motion directing Solicitor Cassidy to mail a letter to Dennis and Katina Hoffert giving ten (10) days notice, and if they do not respond, a District Justice Complaint shall be filed. Gene seconded the motion and all voted yes.
Joy reported that there was an article in the newspaper about fraud that occurred with the Ephrata Borough’s bank account. Joy reported that she contacted Ephrata National Bank to find out if they made any changes after the incident with the Ephrata Borough. Joy explained that they researched the system for any flaws and the system came up secure. Ephrata National Bank did suggest changing the password for any electronic fund transfer transactions every ninety (90) days. Joy reported that PNC Bank has numerous products to help protect the bank accounts from fraud. After discussing the different options that PNC offers the Authority directed Joy to change the password every ninety (90) days for Project 1 and Project 3 telephone and internet banking accounts.
Floyd made a motion to APPROVE RESOLUTION 2011-03, ADOPTING UPDATED SPECIFICATIONS FOR CONSTRUCTION OF SANITARY SEWERS. Jim seconded the motion and all voted yes.
Floyd made a motion to waive the legal charges for Theresa E Sims, 508 Airport Road, in the amount of Twenty-Seven Dollars and Three Cents ($27.03). Gene seconded the motion and all voted yes.
Solicitor Cassidy reported that he spoke with Solicitor Courtney, regarding Log Cabin Court Mobile Home Park (LCCMHP). Solicitor Cassidy explained that Dr Chadaga would like a credit. Two Hundred Fifteen Thousand Six Hundred Thirty-Three Dollars ($215,633.00) is the engineer’s cost estimate of the additional amount that it would cost to install a combination of a three (3) inch force main and an eight (8) inch gravity line verses a three (3) inch force main along the entire route, which might allow others to hook up to public sewer in the Eastern Service Area. Dr. Chadaga is currently in Florida and will return in May to discuss things further. Solicitor Cassidy reported that a tenant submitted a complaint to the Department of Environmental Protection (DEP) regarding tan potable water that he is getting at his residence in the LCCMHP. The resident also complained that the park owner has a Permit from DEP to repair the septic system but no progress has occurred.
Solicitor Cassidy reported that he mailed the easement assignment, regarding the line dedication to John King, King Construction, 531 Hollander Road, and is waiting to hear back from them.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for February.
2. Lonnie Stoltzfus Septic Service hauled 71,500 gallons of sludge in February.
3. Jim made a motion to approve the expenditure for twenty-five (25) Ultraviolet Lamps and five (5) Quartz Sleeves, in the amount of One Thousand One Hundred Eighty-Two Dollars and Fifty Cents ($1,182.50). Fred seconded the motion and all voted yes.
4. Doug reported that the New Holland Road South Pump Station needs a new pump or the current pump repaired. To repair the pump it would cost Two Thousand One Hundred Seventy-One Dollars ($2,171.00) and a new pump would cost Three Thousand Eight Hundred Fifty Dollars ($3,850.00). Doug recommended that the pump be repaired. Fred made a motion to approve the expenditure to have the pump repaired in the amount of Two Thousand One Hundred Seventy-One Dollars ($2,171.00). Floyd seconded the motion and all voted yes.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows for System and Car Wash: System average flow for February was 43,200 gpd (compared to January’s 44,000 gpd and December’s 42,700). Car Wash average for was February 2,030 gpd (compared to January’s 2,660 gpd and December’s 1,770 gpd).
2. New Holland STP Upgrade Status: The next invoice is expected for the April meeting (per Dick Fulcher). Based on the January cost sharing request, the remaining ETSA share will be approximately $34,500.00.
Project 2/3:
1. MEMHP: Average daily flows for February was 13,800 gpd (compared to January’s 12,700 gpd and December’s 13,900 gpd).
2. GSV: Average daily flows for February was 51,400 gpd (compared to January‘s 51,500 gpd and December’s 52,900 gpd). Average daily flow under 54,185 gpd – Guarantee of Capacity Fee of $666.72 was assessed this month. With the July 12, 2008 capacity agreement, the purchased capacity is 62,869 gpd.
3. Monthly STP Flows: Average daily flow for February was 268,200 gpd (compared to January’s 264,400 gpd and December’s 274,300 gpd).
4. EESA: Average daily flow for February was 130,800 gpd (compared to January’s 125,800 gpd and December’s 131,100 gpd).
5. Limited Connection Plan: One (1) EDU was issued last month (Cheltenham (1)).
6. Inter-Municipal Budget Letter: The letter will be issued to EESA after the audit is completed. The completion of the audit may delay the EESA April operations payment (as in past years).
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 7,921.43
The February receipts were:
Project #1 - $ 1,113.41
Project #3 - $ 35,595.15
Gene made a motion to approve the disbursements for Project #1 in the amount of $8,569.36. Earl seconded and all voted yes.
Floyd made a motion to approve the disbursements for Project #3 in the amount of $70,788.48. Earl seconded and all voted yes.
Meeting adjourned at 8:25 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the April 14, 2011 meeting of the Earl Township Sewer Authority to order at 6:30 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Jim made a motion to approve the March 10, 2011 minutes. Earl seconded and all voted yes.
Jeff Zeiset, 144 Birch Lane, is proposing a subdivision and requested direction on the proposed connection to the public sewer system. The options to connect are by a gravity line to Greentree Drive with the possibility of six or seven (6 or 7) other homes connecting or a sewer extension with grinder pumps to Skyline Drive through an existing easement, which would connect two (2) homes. The final option would be for two individual laterals with grinder pumps to Skyline Drive. After much discussion the Authority informed Mr. Zeiset they always prefer a gravity connection and Mr. Zeiset will continue drafting his Sewer Connection Plan.
Fred reported that Dave Zimmerman, East Earl Township Supervisor has approached ETSA to run the East Earl Township Sewer Authority’s (EESA) sewer system. Fred stated it would have to be profitable for us to consider managing their system. Gene stated no way should we even consider operating their system. Gary reported the nothing is in the works or being developed by EESA for outside operation of the system.
Brookshire Plaza, 830 West Main Street, was within their purchased capacity for March. This is the month one of three months of readings (1of 3).
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for March, month three of three months of readings (3 of 3). The readings provided were for only two weeks due to a change in staff. Repairs are scheduled for leaking bathroom facilities and they are considering installing a deduct meter for the outside faucets, which are being used for car wash fundraising.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity one (1) day in March, month two of three months of readings (2 of 3).
Jalyn Developers, 154 Orlan Road, was within their purchased capacity for March, month three of three months of readings (3 of 3). The Authority approved that Jalyn Developers may stop taking daily meter readings.
Sindall Leasing Inc, 461 Diller Avenue, is over their purchased capacity for March, month one of three months of readings (1of 3).
Meadowcreek Welding, 221 Jalyn Drive, was within their purchased capacity for March, fourth (4th) month of readings.
New Holland Recreation Center, 123 North Shirk Road, was within their purchased capacity for March, month two of three months of readings (2 of 3).
Lapp Structures, 220 Jalyn Drive, didn’t submit daily readings for March.
Hoover Diesel Service, 114 & 118 South Shirk Road was within their purchased capacity for March, month one of three months of readings (1of 3). The property was approved for two uses – the existing residence and the business, which is new and according to the established policy the property shall be billed as one (1) account unless it is subdivided.
The Authority discussed the businesses utilizing deduct meters and established the policy that any deduct meter shall be formally requested by the business and granted approved by the Authority. Upon approval the business shall be added to the list of customers with deduction meters in the Policy and Procedure Manual.
According to the sewer operators monthly meter readings LD Venture LLC, 172 Orlan Road is over their purchased capacity by one (1) EDU. Floyd made a motion to require LD Venture LLC, 172 Orlan Road, to take and report ninety (90) days of daily meter readings, Gene seconded and all voted yes.
Fred made a motion to direct Dr. Chadaga, Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway, to construct their three inch (3”) force main sewer line south from LCCMHP to Tower Road to SR 0023, east on SR 0023, at which point the three inch (3”) force main shall be constructed to the southside of SR 0023 to Short Street. At Short Street an eight inch (8”) gravity line shall be installed by Dr. Chadaga and extended to East Earl Road. The Authority will contribute up to One Hundred Seventy Five Thousand Dollars ($175,000.00) towards the documented difference between the cost of the three inch (3”) force main and the eight inch (8”) gravity line which would be installed at Short Street to East Earl Road. Gene seconded the motion and all voted yes. Solicitor Cassidy was directed to send a letter regarding this decision to Dr. Chadaga and to copy it to Robert Martin, 725 East Main Street and Roy Brubaker, 825 East Main Street.
Brenda reported that the banks currently don’t have any major fraud monitoring system in place to watch for unauthorized transfer of Authority monies. An alert notification may be activated with the bank. Brenda stated that the banks are insured to cover any unauthorized transfers. Brenda was directed to find out if the Authority is insured for fraud under our insurance policy and to confirm again that the banks are insured and at what limit.
Jim made a motion to sign the King Construction, 531 Hollander Road, Deed of Dedication and Bill of Sale for their sewer line extension, Floyd seconded and all voted yes.
Gene made a motion to sign the King Construction, 531 Hollander Road, Sewer Easement for their sewer line extension, Earl seconded and all voted yes.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for March.
2. Lonnie Stoltzfus Septic Service hauled 110,000 gallons of sludge in March.
3. Jerry reported that cleaning and televising of the New Holland Block plant sewer line and the Custer Avenue stream crossing was completed and a more thorough cleaning will be done in stages. Mr. Rehab will provide a proposal for more work to be completed.
4. Jerry reported that the CPU, which operates the STP, was replaced at a cost of Seventeen Hundred Dollars ($1,700.00), after it stopped working. The old CPU has been rebuilt and is now available as a spare in case of another breakdown.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows for System and Car Wash: System average flow for March was 42,700 gpd (compared to February’s 43,200 gpd and January’s 44,000). Car Wash average for March was 833 gpd (compared to February’s 2,030 gpd and January’s 2,660 gpd). The car wash was officially closed on March 25, 2011.
Project 2/3:
1. MEMHP: Average daily flows for March was 17,400 gpd (compared to February’s 13,800 gpd and January’s 12,700 gpd). They had a couple of rain influenced high flow days of 45,900 and 107,500 gallons.
2. GSV: Average daily flows for March was 54,800 gpd (compared to February‘s 51,400 gpd and January’s 51,500 gpd). Average daily flow under 54,185 gpd – No Guarantee of Capacity Fee was assessed. With the July 12, 2008 capacity agreement, the purchased capacity is 62,869 gpd.
3. Monthly STP Flows: Average daily flow for March was 297,500 gpd (compared to February’s 268,200 gpd and January’s 264,400 gpd).
4. EESA: Average daily flow for March was 138,700 gpd (compared to February’s 130,800 gpd and January’s 125,800 gpd).
5. Limited Connection Plan: Seven (7) EDU were issued last month (Rosedale (6), Cheltenham (1)).
6. PMAA CHAR: A large number of similar House and Senate bills are pending regarding the bidding thresholds and Prevailing Wages laws.
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 7,860.34
The March receipts were:
Project #1 - $ 35,189.15
Project #3 - $ 73,801.58
Floyd made a motion to approve the disbursements of checks #2602 – 2609 for Project 1 in the amount of $9,808.87, Jim seconded and all voted yes.
Floyd made a motion to approve the disbursements of checks #3430 – 3457 for Project 3 in the amount of $73,801.58. Earl seconded and all voted yes.
Meeting adjourned at 9:00 p.m.
Respectfully submitted,
Brenda S Becker, Asst. Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the May 12, 2011 meeting of the Earl Township Sewer Authority to order at 6:38 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Earl made a motion to approve the April 14, 2011 minutes. Floyd seconded and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for April due to running water in the bathroom at Brady’s Restaurant and a toilet that over flowed at Subway. This is month two (2) of three (3) months of readings.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for April, month four (4) of readings. After some discussion, the Authority decided to require another month of daily meter readings. Fred stated that he would stop out to discuss the excessive usage with the owner.
The New Holland Family Restaurant, 624 West Main Street, was within their purchased capacity for April, month three (3) of three (3) months of readings. The Authority approved that New Holland Family Restaurant may discontinue taking daily meter readings.
Sindall Leasing Inc, 461 Diller Avenue, has four (4) days over their purchased capacity for April, month two (2) of three (3) months of readings. The four (4) days that they were over their purchased capacity are all Mondays. Joy reported that Peg Hess communicated that Sindall Leasing Inc has a shop that is opened Saturday mornings. They also have a wash bay that is open to the public over the weekend. After the Authority reviewed their daily meter readings, they agreed that Sindall Leasing Inc is within their purchased capacity because readings were not taken on Saturday and Sunday. Therefore the weekend’s usage was compiled into the Monday readings.
New Holland Recreation Center, 123 North Shirk Road, was within their purchased capacity for April, month three (3) of three (3) months of readings. Joy reported that the New Holland Recreation Center submits two (2) lists of readings. The one (1) list is for their daily usage and the other list is labeled as pool meter. Gary reported that he did recall that they were going to put on a pool meter because they felt the pool water evaporates and doesn’t go into the sewer system. The Authority reviewed the daily readings from the one (1) page of readings (daily usage) and approved that New Holland Recreation Center may discontinue taking daily meter readings.
Hoover Diesel Service LLC, 118 South Shirk Road, had three (3) days over their purchased capacity for April, month two (2) of three (3) months of readings. The three (3) days that Hoover Diesel Service LLC were over their purchased capacity were all Mondays and represented usage for three (3) days.
Joy reported that last month Meadowcreek Welding, 221 Jalyn Drive, submitted month four (4) of daily meter readings. Joy explained that all four (4) months of daily readings showed Meadowcreek Welding was within their purchased capacity. The Authority approved that Meadowcreek Welding may discontinue taking daily meter readings.
LD Ventures, 172 Orlan Road, didn’t submit daily readings for April. Joy reported that they started taking daily meter readings in May so we should have them for next month.
Lapp Structures, 220 Jalyn Drive, didn’t submit daily readings for April. Joy reported that Lapp Structures has been unresponsive. The Authority directed Joy to create a letter explaining that Lapp Structures has until June 5, 2011 to submit daily meter readings and if they do not, the Operators will read the meter daily and Lapp Structures will be invoiced for this service. The Authority directed Doug to stop out to show them how to complete the readings.
The Authority reviewed the capacity request for one (1) EDU from Barry Yoder, Metzler Home Builders, on behalf of Chris and Loretta Constance, 565 Daisy Drive. Floyd made a motion to approve the request for one (1) EDU at the location of 565 Daisy Drive. Earl seconded the motion and all voted yes.
Joy reported that she called around to the different banks to get CD rates due to the Authority having funds that can be invested in other accounts to earn more interest. The Authority directed Joy to contact PNC Bank to make sure the Authority doesn’t have the obligation to keep all monies with their bank. The Authority also discussed that the bank investments should fall within the FDIC limits so all funds are covered under the bank’s insurance coverage. Earl and Floyd offered to meet with Joy before the next month meeting to review CD rates and the account balances.
Solicitor Cassidy reported that he is in the process of filing a civil suit against Denny and Katina Hoffert, 129 Windsock Way for their delinquent sewer account in the amount of One Thousand Fifty Four Dollars and Eighty Cents ($1,054.80).
Joy reported that David and MaryAnn Olson, 547 Airport Road, currently have one (1) lien filed against their property. They are another three (3) quarters delinquent on top of the lien filed. Jim made a motion to approve filing a second (2nd) lien against David and Mary Ann Olson in the amount of Seven Hundred Twenty-Nine Dollars and Eighty-Four Cents ($729.84). Earl seconded the motion and all voted yes.
Gary reported that he is working with Joy and Barbara Martin, Murray Insurance, to research the Building Statement of Values. He explained that in previous years the Authority used a value that seemed a bit high. Gary stated that he and Joy would contact Murray Insurance to discuss the policy further. Joy reported that the Authority doesn’t currently have any insurance to cover computer fraud; however the Murray Insurance will provide quotes for this insurance coverage.
Gary reported that he, John King, King Construction, 531 Hollander Road, and Joy attended a meeting on May 11, 2011 to explain why John was required to provide an approved Easement to the Authority for dedication. At the end of the meeting, John explained that he would mail a check for the total outstanding invoice. Joy explained to John at the meeting that the Sewer Easement for their sewer line extension is with Solicitor Cassidy. She also explained that once the check is received, Solicitor Cassidy will be notified to have the Sewer Easement recorded. Floyd made a motion to approve resolution 2011-04 and to accept a Deed of Dedication and Bill of Sale from Kathryn M King and Hannah S King by which the Authority will acquire ownership of certain sanitary sewer facilities locaTED AT 531 Hollander Road. Gene seconded the motion and all voted yes.
Fred reported that Good’s Warehouse, 121 North Shirk Road, has activity. He didn’t know if there might be a buyer interested purchasing the building or not.
Gary reported that the H2O Grant has funds to give out but they are looking for projects that are bid ready. Gary explained that the Sewer Treatment Plant upgrade is at least eight (8) months out from being bid ready as of current if the design is started today (which is has not).
Gary reported that the Garden Spot Village, 433 South Kinzer Avenue, Capacity Agreement from July 12, 2008 states that the Guarantee of Capacity Fee will be based on 62,896 gpd as of July 12, 2011. The Authority decided to make the 62,896 gpd Guarantee of Capacity Fee effective August 1, 2011. The Authority directed Joy to mail a letter to Garden Spot Village, to make them aware of the change.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for April.
2. Lonnie Stoltzfus Septic Service hauled 93,500 gallons of sludge in April.
3. Doug reported that cleaning and televising of the New Holland Block plant sewer line and the Custer Avenue stream crossing was worked on. Mr. Rehab did some of the work but the lines were really bad so Mr. Rehab didn’t finish the complete project. The original cost proposal was for a certain amount of hours of work. Being that they didn’t finish the complete project, another cost proposal will be available for next month’s meeting to finish the sewer line cleaning.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for April: 43,000 gpd (compared to March’s 42,700 gpd and February’s 43,200 gpd)
2. New Holland STP Upgrade Status: No new cost sharing reimbursements issued by the Borough this month. Based on the January cost sharing request, the remaining ETSA share will be approximately $34,500.
Project 2/3:
1. MEMHP: Average daily flows for April was 14,800 gpd (compared to March’s 17,400 gpd and February’s 13,800 gpd). They had a couple of rain influenced high flow days, but less peaking compared to March.
2. GSV: Average daily flows for April was 54,300 gpd (compared March’s to 54,800 gpd and February‘s 51,400 gpd). Average daily flow over 54,185 gpd – No Guarantee of Capacity Fee was assessed.
3. Monthly STP Flows: Average daily flow for April was 301,700 gpd (compared to March’s 297,500 gpd and February’s 268,200 gpd). 4. EESA: Average daily flow for April was 136,700 gpd (compared to March’s 138,700 gpd and February’s 130,800 gpd).
5. Limited Connection Plan: Zero (0) EDUs were issued last month.
6. Inter-Municipal Budget Letter: The letter will be issued to EESA after the ETSA audit is completed.
7. Log Cabin Court Mobile Home Park: 53.76 EDUs purchased on 9/12/08. Draft cost sharing proposal was received on 11/10/10. A comment letter regarding initial gravity verses force main options submissions was issued on 11/17/10. A meeting with Dr. Chadaga’s Counsel and Engineer was held on 2/9/11. LCCMHP scheduled a meeting with DEP for 5/11/11.
8. Robert Martin Tract: Tractor Supply has reinstituted Land Development Plans for a portion of this tract. A response has not been issued due to not receiving a Developer’s Agreement. Gary has repeatedly notified the developer’s consultant that the review response is on hold pending receipt of the Developer’s Agreement. Joy most recently sent the Developer’s Agreement to Tractor Supply on 12/21/10 and reminded Tractor Supply again on 1/17/11. Gary most recently notified Tractor Supply’s consultant on 1/18/11, 4/18/11, and 5/10/11 that no Developer’s Agreement has been received. A letter was issued by Bob Martin to Dr. Chadaga today regarding working together.
9. Paul Kurtz Property Land Development: The property is in East Earl Township, adjacent to Garden Fielde, and he is exploring options for development and to be able to connect to the public sewer.
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 6,634.39
The April receipts were:
Project #1 - $ 1,158.09
Project #3 - $ 102,614.62
Jim made a motion to approve the disbursements of checks #2610 – 2612 for Project 1 in the amount of $5,138.46. Gene seconded and all voted yes.
Floyd made a motion to approve the disbursements of checks #3458 – 3473 for Project 3 in the amount of $66,396.58. Earl seconded and all voted yes.
Meeting adjourned at 8:30 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the June 9, 2011 meeting of the Earl Township Sewer Authority to order at 6:50 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Floyd made a motion to approve the May 12, 2011 minutes with two (2) corrections. The sixth (6th) paragraph, last sentence should state: Therefore the weekend’s usage was compiled into the Monday readings. The eighth (8th) paragraph, last sentence should state: The three (3) days that Hoover Diesel Service LLC were over their purchased capacity were all Mondays and represented usage for three (3) days. Earl seconded and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for May, month three (3) of three (3) months of readings. The Authority decided to wait and review the readings from June 1 through June 16, 2011 which will complete their ninety (90) days of daily meter readings to make a decision about their excessive sewer usage.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for May, month five (5) of readings. Fred reported that he met with Dean Stoesz and Mr. Stoesz agreed to place deduct meters on the outside faucets due to washing vans on a regular basis. Mr. Stoesz provided a letter to the Authority explaining that they are attempting to fix any leaks and he is also installing faucets in the restrooms to provide a metered quantity of water at the sink. Floyd made a motion to approve the deduct meters which will be placed on the outside faucets. Fred seconded the motion and all voted yes. The Authority directed Jerry to locate which outside faucets Mr. Stoesz would place the deduct meters on. The Authority directed Joy to mail a letter to Mr. Stoesz to make him aware that the deduct meters were approved.
Sindall Leasing, 461 Diller Avenue, was over their purchased capacity for the month of May, month three (3) of three (3) months of readings. The Authority decided that the readings can discontinue because the days they were over their purchased capacity were all Mondays, which represented usage for three (3) days.
Hoover Diesel Service LLC, 114 & 118 South Shirk Road, were over their purchased capacity for the month of May, month three (3) of three (3) months of readings. Joy reported that the May 17, 2011 reading was less then the reading the day before. After communicating with Hoover Diesel Service LLC, they explained that they had a water leak that same day but didn’t have an explanation for the reading. The Authority decided that the readings can discontinue because the days they were over their purchased capacity were all Mondays, which represented usage for three (3) days. Earl made a motion to approve resolution No 2011-05 to accept the deed of dedication and bill of sale from Melvin H and Martha Z Hoover by which the Authority will acquire ownership of certain sanitary sewer FACILITIES located within and adjacent to the property located at 118 South Shirk Road. Floyd seconded the motion and all voted yes.
LD Ventures, 172 Orlan Road, was over their purchased capacity for the month of May, month one (1) of three (3) months of readings. The Authority directed Jerry to contact LD Ventures regarding their constant excessive usage and make them aware they should check for water leaks.
Lapp Structures, 220 Jalyn Drive, was over their purchased capacity for May, month one (1) of three (3) months of readings.
Wendco of Central PA, 784 West Main Street, is over their purchased capacity for May. Fred reported that the Western Heights Water Authority required that Wendco of Central PA take ninety (90) days of daily readings. The water readings will also be submitted to the ETSA.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity for May. Fred reported that Gary Glick, owner, stated he would be interested in a deduct meter. The Authority directed Joy to contact Mr. Glick and explain that he has to submit a written request for the deduct meter and to explain what the deduct meter would read and why it is needed.
Lanco Sheds, 150 Commerce Drive, was over their purchased capacity for the second (2nd) quarter by one (1) EDU. The Authority directed Joy to continue monitoring their usage when the next quarter reading is provided by the New Holland Borough.
Jalyn Developers, 154 Orlan Road, was over their purchased capacity for the second (2nd) quarter. After some discussion, the Authority directed Jerry to contact Jalyn Developers to verify if there is a stationary zero (0) as the last digit in the meter reading. If there is a stationary zero (0), the Authority directed Joy to reenter the ninety (90) days of daily readings that they provided and provide the results at the July meeting.
Meadowcreek Welding, 221 Jalyn Drive, was over their purchased capacity for the second (2nd) quarter. After some discussion, the Authority directed Jerry to contact Meadowcreek Welding to verify if there is a stationary zero (0) as the last digit in the meter reading. If there is a stationary zero (0), the Authority directed Joy to reenter the ninety (90) days of daily readings that they provided and provide the results for the July meeting.
The Authority reviewed the spreadsheet with the CD rates from different banks that Joy provided. Joy reported that Earl, Floyd, and she met to review the CD rates and to come up with suggestions. After some discussion, the Authority directed Joy to call the different banks for the new CD rates for no longer than an eighteen (18) month term. Earl and Floyd offered to meet again to discuss the new rates.
The Authority reviewed the 2011 Statement of Values that was provided to Murray Insurance. Gary reported that the value is much lower than the previous Statement of Values. Gary explained that he took the cost value of the sheds, Pump Stations and Sewer Treatment Plant and added inflation (indexed to current values) to calculate the values. The Authority agreed with the new calculations for the Statement of Values.
The Authority reviewed the letter from the Commonwealth of PA regarding the Norfolk Southern Railway Company. The final inspection for the subject proceeding was held June 7, 2011 to discuss the application.
The Authority reviewed the letter from East Earl Sewer Authority (EESA) regarding the manholes located at SOCO Enterprises LLC, Airport Road. EESA’s recent observations show that the inflow, during extreme flooding, is around the cones of the manholes only when the ground water saturation level is close to the surface. EESA has scheduled Abel Recon to complete the repairs discovered during the vacuum testing on May 31, 2011.
The Authority reviewed the letter from Dr. Chadaga, Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway, to the Department of Environmental Protection (DEP), regarding the water and sewer quality issues at LCCMHP. Gary reported that he communicated with Dr. Chadaga’s counsel and consultant and discovered that they don’t believe Bob Martin, 725 East Main Street, is willing to work with Dr. Chadaga. Gary stated that he spoke with Jay Patel, DEP, and Jay relayed that he met with Dr. Chandaga’s counsel and explained to them that DEP is not involved with the sewer situation at LCCMHP. Gary clarified that an estimated fifteen percent (15%) of the sewage gets pumped and hauled, not one hundred percent (100%) that he originally thought (based on April 28, 2011 report from Kline’s to LCCMHP and February 2011 water usage). The Authority also reviewed the letter from Dale High, SEO, to DEP responding to the complaint of the private water system within LCCMHP and the on-lot sewerage system.
Joy reported that King Construction, 531 Hollander Road, has subdivided their property. Their sewage is being billed as one (1) account and the Authority’s policy states that there should be one (1) account per parcel of land. After some discussion, the Authority directed Joy to mail a letter requiring King Construction to provide an explanation on how the five (5) EDUs should be allocated between the two (2) lots. The Authority also directed Joy to include a paragraph explaining that the sewer connection extends over two (2) lots. Specifically the line servicing Lot one (1) runs over Lot two (2). An easement permitting such line to extend over Lot two (2) will need to be completed before selling their property.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for May.
2. Lonnie Stoltzfus Septic Service hauled 121,000 gallons of sludge in May.
3. Earl made a motion to approve the replacement of heating and A/C unit at the STP by Clark Mechanical in the amount of One Thousand Two Hundred Thirty-Nine Dollars ($1,239). Gene seconded the motion and all voted yes.
4. Jerry reported that Mr. Rehab’s price proposal for the cleaning and televising of the New Holland Block plant sewer line and the Custer Avenue stream crossing was based on ten (10) hours of work. Mr. Rehab did some of the work but the lines were really bad so Mr. Rehab didn’t finish the complete project. Earl made a motion to approve the expenditure for Mr. Rehab to complete the cleaning and televising of the sewer line at New Holland Block plant in the estimated cost of Five Thousand Four Hundred Dollars ($5,400). Fred seconded the motion and all voted yes.
5. The Authority reviewed the price proposal for services to line four (4) manholes on South Custer Avenue with the cost estimate of Twenty-One Thousand Three Hundred Seventy Dollars ($21,370). The Authority directed Jerry to contact Terre Hill Concrete Products to receive another price proposal. The Authority also directed Jerry to find out how much it would cost per manhole instead of completing all four (4) at one (1) time.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for May: 42,200 gpd (compared to April’s 43,000 gpd and March’s 42,700 gpd)
2. New Holland STP Upgrade Status: Two invoices were received this month (#2: $14,055.65 and #3: $7,637.36) for a total this month of $21,693.01. Based on the current cost sharing request and GM’s discussion with the Borough on June 7, 2011 (no significant Change Orders expected), the remaining ETSA share will be approximately $12,590.20 of a total of $42,274.74.
Project 2/3:
1. MEMHP: Average daily flows for May was 12,800 gpd (compared to April’s 14,800 gpd and March’s 17,400 gpd). No heavy rain days to see I/I impacts for May, none that were apparent during wet weather in May.
2. GSV: Average daily flows for May was 54,200 gpd (compared to April’s 54,300 gpd and March’s 54,800 gpd). Average daily flow over 54,185 gpd – No Guarantee of Capacity Fee was assessed this month.
3. Monthly STP Flows: Average daily flow for May was 284,900 gpd (compared to April’s 301,700 gpd and March’s 297,500 gpd).
4. EESA: Average daily flow for May was 131,800 gpd (compared to April’s 136,700 gpd and March’s 138,700 gpd).
5. Limited Connection Plan: One (1) EDU was issued last month (Rosedale (1)).
6. Inter-Municipal Budget Letter: The letter will be issued to EESA after the ETSA audit is completed.
7. Log Cabin Court Mobile Home Park: 53.76 EDUs purchased on 9/12/08. LCCMHP had a meeting with DEP on May 11, 2011. Nothing was reported by LCCMHP after the meeting.
8. Robert Martin Tract: Tractor Supply has resubmitted Land Development Plans for a portion of this tract. Still awaiting the Developer’s Agreement before responding to the submittal.
The balances for the delinquent accounts were:
Project #1–$ 339.86
Project #3- $ 790.32
The May receipts were:
Project #1 - $ 1,418.82
Project #3 - $ 32,315.07
Gene made a motion to approve the disbursements of checks #2613 – 2617 for Project 1 in the amount of $27,770.19. Jim seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3474 – 3493 for Project 3 in the amount of $69,060.60. Floyd seconded and all voted yes.
Meeting adjourned at 8:45 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the July 14, 2011 meeting of the Earl Township Sewer Authority to order at 7:50 p.m. Present were Fred Wissler, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Floyd made a motion to approve the June 9, 2011 minutes. Earl seconded and all voted yes.
The Authority reviewed the letter from Millcreek Estates Mobile Home Park (MEMHP), Airport Road, requesting a credit on their sewer bill due to what they feel is an ongoing issue of infiltration possibly from the installation of the meter pit on Ranck Road. The one (1) point of infiltration is after the meter so this would have never stood out to anyone for further review. Many times over the years they have said what if the flows are coming from the East Earl end? If it was, would it be deducted? MEMHP feels that they have always been on the hook due to the excessive flows they incur and although the infiltration from East Earl may be minimum and only when ground saturation is at its peak it was always passed on to MEMHP as their burden. No one actually knows how long the flow could have been entering the system, for all they know it could have been from when they installed the meter pit. The Authority discussed the situation and directed Joy to mail a letter to EESA requesting a schedule of the repairs that are going to be made on the EESA manholes and sewer after the Ranck Road meter station, prior to the discharge to the MEMHP sewer line.
Brookshire Plaza, 830 West Main Street, was within their purchased capacity for June, month four (4) of readings. The Authority decided to wait and review the monthly reading provided by the Operators to monitor their water usage.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for June, month six (6) of readings. The Authority directed Joy to contact Jerry, Operator on call tomorrow, to visit the business and find out if they are going to install a deduct meter. If not, additional capacity would need to be purchased.
LD Ventures, 172 Orlan Road, was over their purchased capacity for the month of June, month two (2) of three (3) months of readings. Joy reported that the Operators stopped out at LD Ventures and verified that they do not have a water leak. LD Ventures has a cooling tower which they use to make furniture. The Operators couldn’t see that the water from the cooling tower goes into the sewer system. LD Ventures are planning to move their cooling tower and equipment in eleven (11) months to another location. Floyd made a motion to direct Joy sending a letter explaining that LD Ventures would have to purchase two (2) additional EDUs or install a deduct meter. Earl seconded the motion and all voted yes.
Lapp Structures, 220 Jalyn Drive, was over their purchased capacity one (1) day for June, month two (2) of three (3) months of readings.
Joy reported that Wendco of Central PA, 784 West Main Street, started taking daily meter readings in July, therefore the readings will be submitted for the August meeting.
The New Holland Family Restaurant, 624 West Main Street, was over their purchased capacity for June. Joy reported that she was in contact with Gary Glick, Owner, about his interest in installing a deduct meter. Mr. Glick explained that he discussed the deduct meter with another business that has one (1) and they felt like the deduct meter wasn’t accurate. Mr. Glick said he would be interested in purchasing one (1) EDU rather then installing a deduct meter. After some discussion, the Authority directed Joy to call Mr. Glick, and explain to him that he shall consider installing a deduct meter because if he doesn’t, two (2) additional EDUs would need to be purchased.
The New Holland Church of the Nazarene, 428 Ranck Road, was over their purchased capacity for the month of June. Floyd made a motion to require the New Holland Church of the Nazarene to take and report ninety (90) days of daily meter readings. Jim seconded the motion and all voted yes.
The New Holland Recreation Center (NHRC), 123 North Shirk Road, is over their purchased capacity for the month of June. Fred made a motion to require the NHRC to take and report ninety (90) days of daily meter readings. Floyd seconded the motion and all voted yes. Joy reported that the NHRC has a partial pool dump planned for July 23, 2011.
Joy reported that Jerry confirmed that Jalyn Developers, 154 Orlan Road, has a stationary zero (0) as the last digit in the meter reading. The Authority reviewed the daily meter readings that Joy reentered to include the stationary zero (0). Fred made a motion to require Jalyn Developers to purchase one (1) additional EDU. Jim seconded the motion and all voted yes.
Joy reported that Jerry confirmed that Meadowcreek Welding, 221 Jalyn Drive, has a stationary zero (0) as the last digit in the meter reading. The Authority reviewed the daily meter readings that Joy reentered to include the stationary zero (0) and concluded that there were many days with drastic sewer usage changes. Earl made a motion to require Meadowcreek Welding to take and report ninety (90) days of daily meter readings. Fred seconded the motion and all voted yes.
The Authority directed Joy and Gary to create a policy for their review regarding any business customers with excessive sewer usage. The Authority feels that they spend too much time reviewing readings during a meeting and a policy should be created explaining the process for business customers who have excessive sewer usage.
The Authority reviewed the letter from the Commonwealth of PA regarding the Norfolk Southern Railway Company. The final inspection was completed on June 7, 2011 and revealed that the alteration of at grade crossing has been satisfactorily completed.
Joy reported that there is currently a Ford Ranger and Ford 550 reimbursement rate that is established to bill customers for the Operators time. After some discussion, the Authority concluded that it would be reasonable to establish a labor only rate. Jim made a motion to approve the rate of Forty-Two Dollars ($42.00) for the labor only rate. Floyd seconded the motion and all voted yes.
The Authority reviewed the revised Policy and Procedure Manual. Jim made a motion to approve the revised Policy and Procedure Manual and to include the labor only rate in the update. Fred seconded the motion and all voted yes.
Earl made a motion approving the Operator on call for the weekend gets paid two and one half (2.5) hours per day for being on call and completing the weekend work. If an Operator is called out to do service beyond the normal and required weekend work, they get paid a minimum of two (2) hours per call out. Jim seconded the motion and all voted yes.
The Authority reviewed the letter from Murray Insurance dated June 22, 2011 regarding a credit voucher. The credit is due to the property values being reduced from the original proposal. The total credit is One Thousand Six Hundred Ninety-Four Dollars ($1,694.00). There will be a check in the amount of Eight Hundred Forty Seven Dollars ($847.00); mailed from Murray Insurance and the remaining balance of the credit will be applied to the second installment payment in October.
Fred made a motion to approve the Computer Fraud and Transfer Fraud Insurance from H.A. Thomson Co. in the limit amount of Four Hundred Thousand Dollars ($400,000.00) with the deductible of One Thousand Dollars ($1,000.00), that will cost Two Hundred Sixty-Six Dollars ($266.00) annually. Earl seconded the motion and all voted yes.
The 2010 Audit was reviewed and discussed by the Authority.
Joy reported that there was a second (2nd) lien filed against David and Maryann Olson, 547 Airport Road, on July 12, 2011, in the amount of One Thousand One Hundred Twenty-Nine Dollars and Three cents ($1,129.03).
The Authority reviewed the spreadsheet with the CD rates from different banks that Joy provided. Fred made a motion to approve opening an eighteen (18) month CD at Coatesville Savings Bank in the amount of Two Hundred and Fifty Thousand Dollars ($250,000.00) contingent upon the rate being point seventy-five percent (.75%). Earl seconded the motion and all voted yes. Jim made a motion to approve opening an eighteen (18) month CD at Ephrata National Bank in the amount of Two Hundred and Fifty Thousand Dollars ($250,000.00) contingent upon the rate being point ninety-five percent (.95%) and due to Ephrata National Bank participating in Act 72, insuring funds over FDIC limit of Two Hundred and Fifty Thousand Dollars ($250,000.00). Earl seconded the motion and all voted yes.
The Authority reviewed the letter from John King, King Construction, 531 Hollander Road, explaining that two (2) EDUs are to be allocated to 531 Hollander Road and three (3) EDUs allocated to 525 Hollander Road.
The Authority also reviewed King Construction’s request for a reduction of the Improvement Guarantee funds. Earl made a motion to approve the Improvement Guarantee reduction by eighty-five percent (85%), which is in the amount of Twenty Four Thousand Eight Hundred Fifty-Three Dollars ($24,853.00), which leaves the remaining fifteen percent (15%) for the Eighteen (18) Month Maintenance Guarantee, in the amount of Four Thousand Three Hundred Eighty-Six Dollars ($4,386.00). Jim seconded the motion and all voted yes.
Floyd departed the ETSA meeting at 8:45 p.m.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for June.
2. Lonnie Stoltzfus Septic Service hauled 88,000 gallons of sludge in June.
3. Doug reported that Mr. Rehab completed the sewer grinding and cleaning to two (2) sewer lines located at New Holland Block Plant on June 14, 2011.
4. Doug reported three price proposals for pumps that will be needed in Project 1: Liberty replacement pump, One Thousand Three Dollars and Eighty-Six Cents ($1,003.86), Barnes pump, One Thousand Four Hundred Forty-Five Dollars ($1,445.00), and the cost to rebuild a Barnes Pump as of December 15, 2010 is Five Hundred Forty-One Dollars Ninety-Five Cents ($541.95). Earl made a motion to approve buying two (2) Liberty replacement pumps in the amount of One Thousand Three Dollars and Eighty-Six Cents ($1,003.86) per pump. Fred seconded the motion and all voted yes.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for June: 42,300 gpd (compared to May’s 42,200 gpd and April’s 43,000 gpd)
2. New Holland STP Upgrade Status: One invoice was received this month (#4: $3,165.15). Based on the current cost sharing request (no significant Change Orders expected), the remaining ETSA share will be approximately $9,425.00 of a total of $42,274.74.
Project 2/3:
1. MEMHP: Average daily flows for June was 18,500 gpd (compared to May’s 12,800 gpd and April’s 14,800 gpd). There was one day with 1.3 inches of rain and the net MEMHP flows (after removing the EESA Ranck Road flows) increased over 20,000 a day and did not return to the pre-rain levels for the rest of June.
2. GSV: Average daily flows for June was 63,300 gpd (compared to May’s 54,200 gpd and April’s 54,300 gpd). Average daily flow over 54,185 gpd – No Guarantee of Capacity Fee was assessed this month.
3. Monthly STP Flows: Average daily flow for June was 284,800 gpd (compared to May’s 284,900 gpd and April’s 301,700 gpd).
4. EESA: Average daily flow for June was 132,600 gpd (compared to May’s 131,800 gpd and April’s 136,700 gpd).
5. Limited Connection Plan: Four (4) EDUs were issued last month (Cheltenham (2) and Orlan Industrial Park (2)).
6. Inter-Municipal Budget Letter: The letter was issued on June 20, 2011, after the Audit was completed.
7. Robert Martin Tract: Tractor Supply is moving ahead and planning on a holding tank.
The balances for the delinquent accounts were:
Project #1–$ 168.60
Project #3- $ 526.88
The June receipts were:
Project #1 - $ 2,687.66
Project #3 - $ 43,945.76
Earl made a motion to approve the disbursements of checks #2618 – 2623 for Project 1 in the amount of $32,860.51. Jim seconded and all voted yes.
Jim made a motion to approve the disbursements of checks #3494 – 3518 for Project 3 in the amount of $66,728.22. Earl seconded and all voted yes.
Meeting adjourned at 9:40 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the August 11, 2011 meeting of the Earl Township Sewer Authority to order at 7:01 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), Timothy Nolt (Gannett Fleming Inc), and Bill Cassidy (Solicitor).
Earl made a motion to approve the July 14, 2011 minutes with two (2) corrections. The third (3rd) paragraph, third (3rd) sentence should state: Many times over the years they have said what if the flows are coming from the East Earl end? The nineteenth (19th) paragraph, third (3rd) sentence should state: The total credit is One Thousand Six Hundred Ninety-Four Dollars ($1,694.00). Jim seconded and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for July. Jim made a motion to bill Brookshire Plaza an additional four (4) EDUs. Floyd seconded the motion and all voted yes.
Lighthouse Vocational Services, 144 Orlan Road, was over their purchased capacity for July, month seven (7) of readings. Joy reported that they installed a deduct meter on July 22, 2011, but the meter was installed incorrectly. They are aware of the problem and will have it fixed ASAP.
LD Ventures, 172 Orlan Road, was over their purchased capacity for July, month three (3) of three (3) of readings. The Authority reviewed the letter from LD Ventures which asked the Authority to review the sewer usage after they relocate their plastic extrusion processes to another facility. If this wasn’t acceptable, they are requesting approval to install a deduct meter. Floyd made a motion to approve LD Ventures installing a deduct meter and once the meter is installed to take ninety (90) days of daily meter readings. Jim seconded the motion and all voted yes.
Lapp Structures, 220 Jalyn Drive, was over their purchased capacity two (2) days in July, month three (3) of three (3) months of readings.
Wendco of Central PA, 784 West Main Street, was over their purchased capacity one (1) day in July, month one (1) of three (3) months of readings.
The Authority reviewed the letter from New Holland Family Restaurant, 624 West Main Street, which was requesting the approval for two (2) deduct meters. One (1) meter would be installed on the line that feeds the ice machine and the other meter would be installed on the line for all cold and hot drinks. Floyd made a motion to approve New Holland Family Restaurant installing two (2) deduct meters and once the meters are installed to take ninety (90) days of daily meter readings. Earl seconded the motion and all voted yes.
Joy reported that the New Holland Church of the Nazarene, 428 Ranck Road, has been unresponsive and has not submitted daily meter readings. She explained that she contacted the church this week but her call has not been returned yet.
Joy reported that the New Holland Recreation Center (NHRC), 123 North Shirk Road, started the daily meter readings on August 1, 2011 so they will be available next month.
The Authority reviewed the letter from Jalyn Developers, 154 Orlan Road, which explained they had a leak in their bathroom in December 2010, and the leak was fixed. January, February, and March 2011 daily meter readings were submitted but usage was all over the place. Jim made a motion to rescind the previous motion to bill Jalyn Developers one (1) additional EDU, but required ninety (90) days of daily meter readings instead. Gene seconded the motion and all voted yes.
The Authority reviewed the letter from Meadowcreek Welding, 221 Jalyn Drive, requesting approval for two (2) deduct meters. One (1) deduct meter will be installed to monitor the water used in the barn, which is used to feed animals. They also have a water hydrant in the barn to wash and cool horses or to water the lawn. The second meter would monitor water used on an outside hydrant by the shop. The hydrant is used primarily to power wash BBQ grills. Jim made a motion to approve the installation of two deduct meters and to also require ninety (90) days of daily meter readings. Floyd seconded the motion and all voted yes. The Authority directed Jerry to verify that the water usage where the deduct meters are being installed doesn’t go into the sewage system.
The Authority reviewed the Earl Township’s policy for on-call pay. After some discussion, the Authority decided that the policy adopted last month is fair and acceptable. Gene made a motion to approve the Holiday Pay policy: The Operator that is working gets paid two and a half (2.5) hours at time and a half (over time) plus a minimum of eight (8) hour holiday time which can not contribute to other over time. The Operator is eligible for minimum two (2) hour call out pay at the double time rate on the holiday. The Operator that is not working is eligible for a floating holiday which they may choose to request payment of a minimum of eight (8) hour holiday pay immediately but may not contribute to over time. Earl seconded the motion and all voted yes.
Gene made a motion to approve the revised excess flows policy: The Authority reserves the right to impose penalties for excess usage (Resolution 1 of 1990), and/or to terminate service, and/or require conservation measures. Excess flows are flows above the property’s purchased capacity. The property’s purchased capacity is measured in Equivalent Dwelling Units (EDUs). Each EDU is equal to a maximum daily flow of 250 gallons per day. Alternatively for monitoring purposes, an average monthly flow of 5,000 gallons per month or a quarterly flow of 15,000 gallons per quarter may be used to monitor the potential presence of peak daily flows in excess of 250 gallons per day. Should excess flows de detected by monitoring the daily, monthly, or quarterly flows, the Authority reserves the right to require ninety (90) consecutive days of daily meter readings to document/verify the daily flows to determine if additional EDUs need to be purchased or if flow reduction measures must be undertaken. These daily readings shall be submitted to the Authority on a monthly basis by the fifth (5th) of each month. If the ninety (90) consecutive days of daily readings are within the purchased capacity (250 gallons per day per EDU), then additional capacity does not need to be purchased. If the daily meter readings show multiple days over the purchased capacity, the Authority shall determine the additional capacity to be purchased or if flow reduction measures can be undertaken. A policy was adopted October 14, 2004 for excess flows, the commercial property owner is required to take ninety (90) days of daily meter readings after the business opens or if the use of the property changes and if after thirty (30) days, the readings are not received, the commercial property owner will be billed for the additional EDU(s). Floyd seconded the motion and all voted yes. The Authority directed Joy to monitor the daily meter readings on a monthly basis and report the results to the Authority for review or action.
Joy reported that there was a third (3rd) lien filed on July 26, 2011 against Denny and Katina Hoffert, 129 Windsock Way, in the amount of One Thousand Four Hundred Forty-Six Dollars and Twenty-Five Cents ($1,446.25). Solicitor Cassidy stated that the Authority could pursue execution on the Judgment entered. This would allow the Authority to find out if Mr. and Mrs. Hoffert own any assets which could satisfy their obligation to the Authority. Solicitor Cassidy reported that the charges to pursue execution on the Judgment entered can not be recovered and it would cost Four to Five Hundred Dollars ($400.00-$500.00). Fred made a motion to direct Solicitor Cassidy to proceed to take Mr. and Mrs. Hoffert’s depositions. Earl seconded the motion and all voted yes.
Joy reported that the new Electric Purchasing Agreement was obtained through Pennsylvania League of Cities and Municipal Utility Alliance. The two (2) year rate is .074211 kilowatt hour and it will run from December 2011 to December 2013. The current two (2) year Electric Purchasing Agreement is in effect until December 2011 at the average rate of .1169 kilowatt hour.
Jim made a motion to approve resolution 2011-06, a resolution adopting a fee schedule reflecting the labor only rate of forty-two dollars ($42.00) an hour. Earl seconded the motion and all voted yes.
The Authority approved the capacity allocation from John King, King Construction, 531 Hollander Road, which are two (2) EDUs to be allocated to 531 Hollander Road and three (3) EDUs allocated to 525 Hollander Road.
Gary reported that he will verify with John King how the laterals run on his properties. Historically if the laterals run over different properties, an Easement is created.
Floyd made a motion to approve Coatesville Savings Bank as a depository bank. Earl seconded the motion and all voted yes. Joy reported that after last months meeting, she contacting Coatesville Savings Bank to find out what they require to open an eighteen (18) month CD. Coatesville Savings Bank requires a letter from the Authority that explains how much the CD would be opened for, the term, the interest rate, who the signers would be on the account, and how many signatures are required for withdraws. The Authority reviewed the letter Joy created, and directed Joy to insert a sentence explaining that two (2) signatures are required for withdraws. Joy explained she would make the adjustment and would need two (2) Authority members to sign the letter. Joy reported that there was a CD that was invested at PLGIT for Project 1 in the amount of Two Hundred and Forty-Six Thousand Dollars ($246,000.00) that matured. Jim made a motion to approve opening an eighteen (18) month CD at Ephrata National Bank in the amount of Two Hundred and Forty-Six Thousand Dollars ($246,000.00) with the interest rate being point nine percent (.90%). Fred seconded the motion and all voted yes.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for July.
2. Lonnie Stoltzfus Septic Service hauled 88,000 gallons of sludge in July.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for July: 42,500 gpd (compared to June’s 42,300 gpd and May’s 42,200 gpd)
2. New Holland STP Upgrade Status: One invoice was received this month (#5: $2,415.85). Based on the current cost sharing request (still no significant Change Orders expected), the remaining ETSA share will be approximately $7,009.00 of a total of $42,274.74.
3. 2012 NHBA Flow Projection Letter: The letter was issued today to the Borough, as required by the inter-municipal agreement.
4. AutoZone: With the carwash disconnect, the lateral valve was shut off. The proper procedure shall be to cap the lateral. AutoZone is connected following the properly inspected procedure. Jerry should verify that other two laterals were capped.
Project 2/3:
1. MEMHP: Average daily flows for July was 15,900 gpd (compared to June’s 18,500 gpd and May’s 12,800 gpd). The flows are down after a rainy June, but flows did spike on the deluge on July 8, 2011. The flows then returned to “normal” sewage levels for the rest of the month. EESA is working with Dutchland to repair the manholes. The Authority should receive a letter at the beginning of next week for a schedule of the work to repair the manholes.
2. GSV: Average daily flows for July was 60,200 gpd (compared to June’s 63,300 gpd and May’s 54,200 gpd). Average daily flow over 54,185 gpd – No Guarantee of Capacity Fee was assessed this month. Next month the Guarantee of Capacity Fee will be based on 62,896 gpd to reflect increased guaranteed capacity.
3. Monthly STP Flows: Average daily flow for July was 296,500 gpd (compared to June’s 284,800 gpd and May’s 284,900 gpd).
4. EESA: Average daily flow for July was 139,800 gpd (compared to June’s 132,600 gpd and May’s 131,800 gpd).
5. Limited Connection Plan: One (1) EDU was issued last month (Cheltenham (1)).
6. Robert Martin Tract: Mr. Martin requested that a sleeve for a sewer line be bored under Route 23 with the Blue Ball Water Authority main line extension and under the same Blue Ball Water Authority PENNDOT Highway Occupancy Permit, but that was not approved by Tractor Supply (or Blue Ball Water Authority).
The balances for the delinquent accounts were:
Project #1–$ 168.60
Project #3- $ 526.88
The July receipts were:
Project #1 - $ 37,167.38
Project #3 - $ 191,958.22
Gene made a motion to approve the disbursements of checks #2624 – 2631 for Project 1 in the amount of $10,568.04. Earl seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3519 – 3535 for Project 3 in the amount of $317,110.25. Floyd seconded and all voted yes.
Meeting adjourned at 8:40 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
Chairman Fred Wissler called the September 8, 2011 meeting of the Earl Township Sewer Authority to order at 6:30 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Earl Kenepp. Also present were Doug Snader (Operator), Timothy Nolt (Gannett Fleming Inc), and Bill Cassidy (Solicitor).
Gene made a motion to approve the August 11, 2011 minutes. Earl seconded and all voted yes.
Josh Millman, Facilities Planners and Architects, Chris Hannum, LTL Consultants LTD, and Craig Smith, RGS Associates were present to discuss Alouette Cheese’s, 400 South Custer Avenue, current connection to the New Holland Borough’s sewer system. They are looking to expand production so the wastewater pre-treatment facility would need to be expanded and relocated. The existing production and pre-treatment facilities are located in the New Holland Borough. The existing wastewater pre-treatment facility is permitted to discharge two hundred and fifty thousand (250,000) gallons per day (gpd) to the New Holland Borough Sewer System. Current wastewater flows range anywhere from one hundred eighty thousand (180,000) to two hundred thousand (200,000) gpd. The proposed plan is to construct a new pre-treatment facility located in Earl Township while the existing plant is in operation. The new pre-treatment facility would have a maximum daily flow of four hundred thousand (400,000) gpd, and continue to discharge to the New Holland Borough Sewer System. After much discussion, the Authority feels that the New Holland Borough’s sewer line is near their location so they should contact them. It was also discussed that capacity is limited in ETSA however the Authority is looking to expand the Sewer Treatment Plant. A meeting is scheduled for September 9, 2011 with the New Holland Borough but they wanted to keep the Authority in the loop.
Joy reported that Solicitor Charles Courtney on behalf of Dr Sekhar Chadaga, Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway, contacted her regarding the Guarantee of Capacity Fee (GOCF) policy. Joy explained that there was a letter mailed to Dr. Sekhar Chadaga on June 11, 2009 explaining the GOCF process. Solicitor Courtney requested a copy of the letter and a copy of the GOCF policy. Solicitor Cassidy reported that Dr. Sekhar Chadaga is looking for relief for the user fees. Due to the weather, Solicitor Courtney was unable to attend tonight’s meeting. The Authority approved to start charging Dr. Sekhar Chadaga the GOCF as of September 12, 2011.
The Authority directed Joy to revise the fee schedule and to elaborate on the detail of the GOCF policy. The fee schedule should include that the GOCF initiates when the sewer connection is not made three (3) years after the tapping fee(s) is paid.
Joy reported that Brookshire Plaza, 830 West Main Street, did not respond to the invoice billed them for four (4) additional EDUs. The Authority directed Joy to call and invite them to the next meeting to discuss this.
Joy reported that Lapp Structures, 220 Jalyn Drive, submitted their ninety (90) days of daily readings. After some discussion, the Authority approved that they may discontinue the readings due to being within their purchased capacity.
The Authority reviewed the letter from Coatesville Savings Bank dated August 17, 2011. The letter explained that the CD invested for Two Hundred and Fifty Thousand Dollars ($250,000.00) would be insured under the FDIC and the amount that exceeds the Two Hundred and Fifty Thousand Dollars ($250,000.00) is secured under Act 72 of 1971.
Joy reported that the Policy and Procedure Manual doesn’t include an on call policy for weekday call-ins. Jim made a motion to approve the call in pay policy as follows: When you are called in to work outside of regular scheduled working hours, you will be compensated at the overtime rate of one and one-half (1 ½) times your normal pay rate for a minimum of two (2) hours. Work shall be completed when called in to avoid repeat call-ins. Earl seconded the motion and all voted yes.
Earl made a motion to approve investing Four Hundred Thousand Dollars ($400,000.00) of Project 1 monies in an eighteen (18) month CD at Ephrata National Bank at the rate of point eight percent (.80%). Gene seconded the motion and all voted yes. The Authority directed Joy to invest the same amount of monies in the same term with the bank that has the best rate if Ephrata National Bank drops their rate.
Solicitor Cassidy reported that the deposition with Denny and Katina Hoffert, 129 Windsock Way, is scheduled for September 22, 2011. Solicitor Cassidy will follow up with the Authority next month with the results.
Fred reported that he heard the rumor that the Dollar General Store may be interested in developing at the NewHol Partners, 662 West Main Street property.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits from the lab analysis received to date for August.
2. Lonnie Stoltzfus Septic Service hauled 99,000 gallons of sludge in August.
3. There were minor problems with hurricane Irene. There were heavy flows at the plant and a power outage at New Holland Road South Pump Station, but no violation occurred.
4. Auto Zone, 870 West Main Street, has excavated, terminated, and capped the unused lateral on their property. This was completed on August 30, 2011. They will need to patch the road yet.
Engineer’s Report: Presented by Tim Nolt:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for August: 42,000 gpd (compared to July’s 42,500 gpd and June’s 42,300 gpd)
2. New Holland STP Upgrade Status: One invoice was received this month (#6: $2,492.63). Based on the current cost sharing request, the remaining ETSA share will be approximately $4,516.00 of a total of $42,274.74. Change orders were added but not included in the invoice totals. The paper work on some of the change orders were received but not others.
Project 2/3:
1. MEMHP: Average daily flows for August was 12,200 gpd (compared to July’s 15,900 gpd and June’s 18,500 gpd).
2. GSV: Average daily flows for August was 60,500 gpd (compared to July’s 60,200 gpd and June’s 63,300 gpd). Average daily flow over 62,869 gpd – the Guarantee of Capacity Fee of $541.71 was assessed this month. This month the Guarantee of Capacity Fee was based on 62,869 gpd to reflect increased guaranteed capacity.
3. Monthly STP Flows: Average daily flow for August was 302,000 gpd (compared to July’s 296,500 gpd and June’s 284,800 gpd).
4. EESA: Average daily flow for August was 139,200 gpd (compared to July’s 139,800 gpd and June’s 132,600 gpd).
5. Limited Connection Plan: Two (2) EDUs were issued last month (Rosedale).
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 1,549.64
The August receipts were:
Project #1 - $ 208.15
Project #3 - $ 44,690.83
Gene made a motion to approve the disbursements of checks #2632 – 2635 for Project 1 in the amount of $8,346.37. Earl seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3536 – 3555 for Project 3 in the amount of $316,200.46. Gene seconded and all voted yes.
Meeting adjourned at 7:30 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
Vice Chairman Gene Neidermyer called the October 13, 2011 meeting of the Earl Township Sewer Authority to order at 6:27 p.m. Present were Gene Neidermyer, Jim Leonard, and Earl Kenepp. Also present were Jerry Brackbill (Operator) and Bill Cassidy (Solicitor).
Earl made a motion to approve the September 8, 2011 minutes. Jim seconded and all voted yes.
Robert Martin, 725 East Main Street, was present to discuss the Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway, plans for their sewer extension. Mr. Martin made a suggestion that the LCCMHP could hook up to the New Holland Borough through the East Earl Sewer Authority (EESA) sewer, a different route compared to what they already researched. The Authority directed Mr. Martin to contact Dr. Chadaga to discuss his ideas with him.
Toni Kelley, Millcreek Estates Mobile Home Park (MEMHP), Airport Road, was present to discuss the credit she requested in June 2011. Joy reported that she had a meeting on September 22, 2011 with Toni Kelley and Rich O’Neill to discuss the credit also. Joy explained that there was a letter mailed to EESA requesting information on their plan of action for the infiltration problems that MEMHP believes are coming from EESA. The Authority reviewed the letter from the EESA dated September 15, 2011. The letter explained that the risers for one (1) of the manholes were sealed in late August. After some prep work, the other manhole will also be sealed. The letter explained that the EESA is discussing the possibility of moving the waste water flow meter to the last manhole which will provide a more accurate measurement of the EESA flows versus the MEMHP flows. The Authority directed Joy to contact Gary Martin, Engineer, so he can review the letter and credit calculations that Ms. Kelley provided. The Authority is looking for a suggestion from Gary next month and invited Ms. Kelley to attend next months meeting if she would like to be present for the discussion.
Ronald Stalter and Jeff Stalter, Brookshire Plaza, 830 West Main Street, were present to discuss their elevated sewer usage. Ronald requested a payment plan due to tight finances which would be a payment of Four Hundred Ninety Dollars ($490.00) every month. Ronald explained that he would like to set up a payment plan to pay for one (1) EDU and after it is paid off, he suggested that the Authority would reevaluate their sewer usage. He reported that they might be interested in contacting a plumber to research toilets that use less water. The Authority directed them to come back next month so the other two (2) Authority members can be a part of the discussion and to also attend the Western Heights Water Authority meeting next month due to tonight’s meeting being cancelled.
Joy reported that Wendco of Central PA, 784 West Main Street, has submitted daily meter readings for July, but nothing since then. The Authority directed Jerry to stop in at Wendy’s to discuss that ninety (90) days of daily readings are required, not just thirty (30) days of daily meter readings.
Joy explained that as she was researching minutes, she came across the following policy: If a customer relinquishes their right to the unused capacity and later needs to expand their sewer usage, they will need to purchase additional EDUs at the going rate less One Thousand Dollars ($1,000.00) credit for each EDU relinquished. She explained that this policy was found in the November 11, 2004 minutes but was never incorporated in the Policy and Procedure Manual. Joy inquired whether the Authority would like to still honor the policy. The Authority tabled the discussion to next month so the rest of the Authority could be a part of the decision.
Joy reported that Cintas has a high intensity visibility jacket that would cost the Authority Two dollars per week, per Operator for two (2) jackets. Joy explained that the Authority currently pays One Dollar and Twenty-Two Cents ($1.22) per week, per Operator for two (2) grey jackets. The Authority felt the jackets would be beneficial for the Operators to have for their safety. Earl made a motion to approve the Operators receiving two (2) high intensity visibility jackets each for Two Dollars ($2.00) per week per Operator. Jim seconded the motion and all voted yes.
The Authority reviewed the letter from the Eastern Lancaster County School District. The Eastern Lancaster County School District is inquiring to make an ACH credit directly into the Authority’s bank account for their quarterly sewer invoice. After some discussion, the Authority felt the form can be filled out to start the ACH credit but to check with Brenda Becker, Earl Township Secretary/Treasurer before filling it out to get her opinion.
The Authority reviewed the invitation from PA Municipal Authorities Association regarding a Region four (4) Fall Meeting which will be held November 2, 2011 at Liberty Forge Golf Course, Mechanicsburg.
Joy reported that there was a second lien filed against Jamie L Bills, 541 Airport Road, in the amount of Eight Hundred Fifteen Dollars and Fifty-Four Cents ($815.54) on October 7, 2011.
The Authority tabled approving and signing Resolution No 2011-07, Fee Schedule, until next month so Solicitor Cassidy is able to review it.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for September.
2. Lonnie Stoltzfus Septic Service hauled 82,500 gallons of sludge in September.
3. Rain caused increased flows at the plant last month. The average flow at the plant was 44,042 gallons per day higher than the average daily flow in August. The average daily flow at Millcreek Estates Mobile Home Park (includes East Earl Ranck Road flows) was 18,882 gallons per day higher than the month of August.
4. The cost of 10 rebuild kits for Project 1 Barnes pumps that were originally purchased by East Earl Sewer Authority (EESA) is $5,756.04. Jerry explained that the pumps were purchased by EESA from CW Sales and CW Sales is the only one that can provide this kind of product. EESA does not have a need for the 10 rebuild kits/Barnes pumps and are willing to sell them to the Authority for what they paid for the product. Solicitor Cassidy explained that since CW Sales is the only one that offers this product, it is acceptable to purchase the pumps from EESA without receiving price quotes. Earl made a motion to approve the expenditure for 10 rebuild kits for Barnes pumps in the amount of $5,756.04. Jim seconded the motion and all voted yes.
The Authority entered into an executive session from 7:30 pm to 7:45 pm to discuss Denny and Katina Hoffert’s, 129 Windsock Way, delinquent account and to also discuss the Log Cabin Mobile Home Park, 3709 Division Highway.
Earl made a motion to approve Denny and Katina Hoffert to pay Two Hundred Dollars ($200.00) monthly plus their quarterly sewer bill on their delinquent account. Jim seconded the motion and all voted yes.
Solicitor Cassidy reported that he received a phone call from Stephen Sarro, 712 School Lane, regarding his delinquent account. Mr. Sarro explained that he is off work and is currently waiting on a check from the Internal Revenue Services, which should arrive in the next week. Mr. Sarro plans to pay his delinquent account in full once the check is received.
Engineer’s Report:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for September: 46,160 gpd (compared to August’s 42,000 gpd and July’s 42,500 gpd)
2. New Holland STP Upgrade Status: One invoice this month (#7: $2,905.53)
Project 2/3:
1. MEMHP: Average daily flows for September was 26,200 gpd (compared to August’s 12,200 gpd and July’s 15,900 gpd). The flows were up substantially during September due to Tropical Storm Lee.
2. GSV: Average daily flows for September was 61,200 gpd (compared to August’s 60,500 gpd and July’s 60,200 gpd). Average daily flow over 62,869 gpd – the Guarantee of Capacity Fee of $208.35 was assessed this month.
3. Monthly STP Flows: Average daily flow for September was 346,100 gpd (compared to August’s 302,000 gpd and July’s 296,500 gpd).
4. Flows from EESA: Average daily flows for September 141,600 gpd (compared to August’s 138,700 gpd and July’s 139,800 gpd)
5. Limited Connection Plan: Two (2) EDUs were issued last month (Cheltenham).
The balances for the delinquent accounts were:
Project #1–$ 0.00
Project #3- $ 526.88
The September receipts were:
Project #1 - $ 33,194.34
Project #3 - $ 142,846.41
Earl made a motion to approve the disbursements of checks #2636 – 2645 for Project 1 in the amount of $20,767.42. Gene seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3556 – 3580 for Project 3 in the amount of $59,694.59. Gene seconded and all voted yes.
Meeting adjourned at 7:50 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
Chairman Fred Wissler called the November 10, 2011 meeting of the Earl Township Sewer Authority to order at 7:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Jim made a motion to approve the October 13, 2011 minutes with one (1) correction. The twelfth (12th) paragraph should read: Joy reported that there was a second lien filed against Jamie L Bills, 541 Airport Road, in the amount of Eight Hundred Fifteen Dollars and Fifty-Four Cents ($815.54) on October 7, 2011. Earl seconded and all voted yes.
Dale High, Sewage Enforcement Officer, was present to discuss the Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway. Mr. High reported that the park owner, Dr. Chadaga has a sewage problem and referenced a letter that was mailed to him on July 23, 1991 stating that sewage was being discharged to the surface of the ground which was a violation of the Sewage Facility Act Title 25, Chapter 73.11, paragraph D, “NO sewage system shall discharge untreated or partially treated sewage to the surface of the ground or into the waters of the Commonwealth.” Mr. High reported that the two (2) systems in the front of the property are functioning properly but System B is not functioning properly. He stops out at the location and each time he does he has to call Kline’s to pump more sewage. Kline’s is on a schedule to pump sewage but it’s not being done as often as it should be. Solicitor Cassidy said he will research what kind of enforcement needs to be done about the sewage problem. Fred inquired if LCCMHP connected to the public sewer system, whether the Authority would have enough capacity to handle the sewage. Gary explained that as of current, the Sewer Treatment Plant can accommodate the capacity for LCCMHP but could be considered hydraulically over loaded in the eyes of the Department of Environmental Protection (DEP). The Authority directed Gary to create a letter explaining that the Authority can treat their sewage while being within the permit limits. Gary reported that Robert Martin’s, 725 East Main Street, suggestion for LCCMHP to run the sewer to the New Holland Borough through the East Earl Sewer Authority’s (EESA) sewer wouldn’t work due to the Inter-Municipal Agreement between the two (2) Authorities. According to the Inter-Municipal Agreement, the flow to the New Holland Borough can not exceed a certain rate and if LCCMHP would connect, the rate in the Agreement would be exceeded.
Fred reported that Brookshire Plaza, 830 West Main Street, is interested in researching low flush toilets for the different businesses located in the Brookshire Plaza. Fred reported that according to the monthly readings that the Operators take, they used twelve (12) EDUs for the month of October. Floyd made a motion to table the discussion on the payment for the additional capacity until next month so they can review the monthly reading at that time. Earl seconded the motion and all voted yes. Solicitor Cassidy reported that he can draft a judgment note stating the Stalter’s obligation for additional capacity to be purchased.
Joy reported that Wendco of Central PA, 784 West Main Street, completed the ninety (90) days of daily readings. Joy reported that Wendy’s was over their purchased capacity one (1) day in July, nine (9) days in August, and eight (8) days in September. The days they were over their usage, ranged from ten (10) to twenty-two (22) EDUs. Wendy’s current capacity is eight (8) EDUs. Gene made a motion to bill Wendy’s for an additional four (4) EDUs. Earl seconded the motion and all voted yes.
Joy reported that Meadowcreek Welding, 221 Jalyn Drive, completed the ninety (90) days of daily readings. Joy reported that their purchased capacity is two (2) EDUs. She also reported that Meadowcreek Welding was over their purchased capacity August, September, and October. During all three (3) months, the days they were over their capacity ranged from three (3) to seventeen (17) EDUs. Fred made a motion to bill Meadowcreek Welding for one (1) additional EDU. Floyd seconded the motion and all voted yes.
Joy reported that the New Holland Recreation Center (NHRC), 123 North Shirk Road, completed the ninety (90) days of daily readings. Joy reported that their purchased capacity is twenty-one (21) EDUs. The NHRC had days that they were over their purchased capacity and they had days they had negative usage. Joy explained that they have a deduct meter on their pool because that the water does not go into the sewer system. The days they have negative usage are the days they read the pool meter which wasn’t the same time they took the main meter reading. After some discussion, the Authority directed Joy to invite the NHRC to the next meeting to discuss their readings. Joy also reported that the NHRC may complete a pool dump in February.
Joy reported that the Lighthouse Vocational Services, 144 Orlan Road, completed the ninety (90) days of daily readings. Joy reported that their purchased capacity is two (2) EDUs, but during the readings they were habitually using four (4) EDUs and at times using more then that. After some discussion, Fred reported that he would stop out to talk to them. The Authority directed Joy to create a letter asking the actions that have been completed to decrease the water usage. The letter needs to also explain the capacity they are using.
Joy reported that she talked to Art Mohler, property manager for the New Holland Shopping Center, 635 West Main Street, regarding their high water usage. Mr. Mohler said he is aware of the water leak and explained that they are going to have a plumber come out right away to research and address the problem. Joy reported that she passed along the information to Brenda Becker, Township Secretary, because it is more of a Township issue.
The Authority reviewed the letter from Coatesville Savings Bank regarding a Resolution that they never got the Authority to sign for Certificate of Deposit #0203000697. Floyd made a motion to approve the signing of the Resolution for the Certificate of Deposit #0203000697. Earl seconded the motion and all voted yes.
The Authority reviewed the request from the ReUzit Shop of New Holland, 707 West Main Street. The ReUzit Shop of New Holland is requesting that the sewer is turned off at the neighboring property, 721 West Main Street, that they purchased. Their plans are to demolish the house, but are in the process of getting the appropriate permits to do the work. Their request states that the house is currently vacant so the sewer can be disconnected immediately. Jim made a motion to disconnect the sewer as of November 11, 2011. Floyd seconded the motion and all voted yes.
Joy explained that as she was researching minutes, she came across the following policy: If a customer relinquishes their right to the unused capacity and later needs to expand their sewer usage, they will need to purchase additional EDUs at the going rate less One Thousand Dollars ($1,000.00) credit for each EDU relinquished. She explained that this policy was found in the November 11, 2004 minutes but was never incorporated in the Policy and Procedure Manual. Joy inquired whether the Authority would like to still honor the policy. The Authority directed Solicitor Cassidy to review and clarify the intent of the policy for the next meeting.
The Authority reviewed and discussed the cell phone plans from T-Mobile, AT&T Mobility, and Verizon Wireless that Joy put together for their review. After a lengthily discussion, Earl made a motion to approve T-Mobile as the new cell phone service provider for two (2) basic phones with the voice plan of unlimited minutes and text messaging. Floyd seconded the motion and all voted yes. Floyd made a motion to approve purchasing the T-Mobile insurance that would cost Seven Dollars and Ninety-Nine Cents ($7.99) per month per user. Gene seconded the motion and all voted yes.
Fred reported that Lee Zimmerman, Township Roadmaster, inquired whether the Authority would be interested in purchasing a plow for his truck. The road crew plowed the Sewer Treatment Plant (STP) and all the Pump Stations for years and never billed for the services. The plow with a salt spreader would cost Ten Thousand Dollars ($10,000.00). After a lengthy discussion, the Authority felt it would be best to research how much it would cost to get a plow for the Ford 550 truck and have the Operators plow the STP and Pump Stations. Fred reported that he would ask Rick Kochel, Township Supervisor, for a proposal for a plow and report at the next meeting.
The Authority reviewed the 2012 budget for Project 1 and Project 2/3. After some discussion, Floyd made a motion to approve the 2012 budget for Project 1 as presented. Gene seconded the motion and all voted yes. Earl made a motion to approve the 2012 budget for Project 2/3 with an increase in the Sinking Fund to Two Hundred Thirty Thousand Dollars ($230,000.00). Gene seconded the motion and all voted yes. Earl made a motion to approve the three percent (3%) wage increase. Gene seconded the motion and all voted yes.
Gary reported that he has not had time to review the Millcreek Estates Mobile Home Park, Airport Road, credit request to have a suggestion for the Authority at this time. He will have his suggestions for the next meeting and explained that he would contact Toni Kelley to keep her in the loop.
Solicitor Cassidy reported that the bidding limits are changing for Authorities. The bidding limits will be Eighteen Thousand Five Hundred Dollars ($18,500.00) and any expenditure between Ten Thousand Dollars ($10,000.00) and Eighteen Thousand Five Hundred Dollars ($18,500.00) require telephone bids. These requirements are effective January 1, 2012.
Fred inquired whether there is a ten (10) year Agreement for their bulk sewer rate set up with Garden Spot Village (GSV), 433 South Kinzer Avenue. Gary explained that there isn’t a ten (10) year Agreement and the Authority can change the bulk sewer rates anytime because GSV pays the going rate. The current Agreement details the flow permitted.
Sewer Operators Report: Submitted by Doug Snader:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for October.
2. Lonnie Stoltzfus Septic Service hauled 55,000 gallons of sludge in October.
3. DEP conducted a plant inspection on October 26, 2011. There were no violations on the compliance inspection report.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for October: 39,100 gpd (compared to September’s 46,200 gpd and August’s 42,000 gpd)
2. New Holland STP Upgrade Status: One invoice this month (#8: $820.68). Based on the current cost sharing request (including Change Orders), the remaining ETSA share will be approximately $2,291.00 of a total of $43,775.00.
Project 2/3:
1. MEMHP: Average daily flows for October was 10,100 gpd (compared to September’s 26,200 gpd and August’s 12,200 gpd). The flows were up substantially during September due to Tropical Storm Lee.
2. GSV: Average daily flows for October was 55,500 gpd (compared to September’s 62,000 gpd and August’s 60,700 gpd). Average daily flow was over 62,869 gpd – the Guarantee of Capacity Fee of $2,000.16 was assessed this month.
3. Monthly STP Flows: Reported average daily flow for October was 297,500 gpd (compared to September’s 346,100 gpd and August’s 302,000 gpd).
4. Flows from EESA: Average daily flows for October 134,300 gpd (compared to September’s 141,600 gpd and August’s 138,700 gpd)
5. Limited Connection Plan: One (1) EDU was issued last month (Cheltenham).
6. Letters to Developers: Gary suggested issuing letters to all developers and prospective “new” or growth flows seeking planning schedule for flows to WWTP.
The balances for the delinquent accounts were:
Project #1–$ 499.65
Project #3- $ 3,661.96
The October receipts were:
Project #1 - $ 48.34
Project #3 - $ 88,844.66
Gene made a motion to approve the disbursements of checks #2646 – 2651 for Project 1 in the amount of $12,268.60. Jim seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3581 – 3596 for Project 3 in the amount of $62,089.18. Floyd seconded and all voted yes.
The Authority entered into an executive session from 9:13 pm to 9:28 pm to discuss the Log Cabin Mobile Home Park’s sewage.
Meeting adjourned at 9:30 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
Chairman Fred Wissler called the December 8, 2011 meeting of the Earl Township Sewer Authority to order at 6:30 p.m. Present were Fred Wissler, Jim Leonard, Floyd Grove and Earl Kenepp. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Floyd made a motion to approve the November 10, 2011 minutes with two (2) corrections. The third (3rd) paragraph, third (3rd) sentence should read: Mr. High reported that the two (2) systems in the front of the property are functioning properly but System B is not functioning properly. The fourth (4th) paragraph, fifth (5th) sentence should read: Solicitor Cassidy reported that he can draft a judgment note stating the Stalter’s obligation for additional capacity to be purchased. Jim seconded and all voted yes.
Duane Miller, Executive Director of the New Holland Recreation Center, 123 North Shirk Road, was present along with Tracy Carlson, Aquatics Director, and Kathy Gregg, Building/Janitorial Coordinator, to discuss the ninety (90) days of daily meter readings that they took for August through October. Ms. Gregg explained that there were several days that showed negative flow. These negative flows were the result of the time the water meter reading were taken and the time that Ms. Carlson added water to the pool. When the readings resulted in negative usage one (1) day then the following day it resulted in a higher than normal usage. Ms. Carlson explained that on the days that the readings logged zero flow it was due to the time the meter was checked the day before and then the time it was checked the following morning. Some days the meter was checked and the building would have only been operating for a few hours thus the building would have used less than one thousand (1,000) gallons and therefore did not register on the meter. On August 6, 2011 the usage was high because there was a pipe break that occurred and it took sometime to get the hot water turned off due to people being in the showers. Ms. Carlson explained that this was their first break and they were unsuccessful in locating the shut off valves. Therefore they had to shut the hot water heater down to cap the break. On September 30, 2011 the usage was high due to a late night pipe burst in the men’s locker room shower stall. The exact time of the pipe broke is unknown but was discovered at 11:30 pm by a nighttime maintenance person. Ms. Carlson explained that the burst could have been broken for a few hours before it was discovered. She also reported that there were four (4) leaks in the men’s locker room and all were in the original hot water braided pipes that were in the showers. The pipes have been repaired and new pipes were installed to these showers which should prevent further issues. Ms. Carlson reported that the last month of monitoring the water meter she noticed that the swale next to it had a lot of water in it. There was water in the swale on days that it didn’t rain or even days that it didn’t rain for the entire week. She inquired that perhaps this could mean a possible water leak by the meter. After some discussion, the Authority felt the explanation presented was satisfactory and no additional capacity purchase is required at this time.
Melvin Stoltzfus, Meadowcreek Welding, 221 Jalyn Drive, was present to discuss the ninety (90) days of daily meter readings that he completed for August through October. During all three (3) months, the days they were over their capacity ranged from three (3) to seventeen (17) EDUs. Mr. Stoltzfus explained that he has to take three (3) different meter readings, one (1) reading is for the flow meter, and the other two (2) readings are for the deduct meters. All readings were taken at different times during the day which created a variation in usage. Fred explained to Mr. Stoltzfus that the Sewer Treatment Plant (STP) has to cover any daily usage at the Plant. Mr. Stoltzfus again explained that he was taking some readings in the morning and some in the afternoon and requested to complete another ninety (90) days of daily meter readings. Fred suggested taking the readings at the same time each day. Earl made a motion to approve Mr. Stoltzfus to take another ninety (90) days of daily meter readings only if they are completed at the same time everyday. Floyd seconded the motion and all voted yes.
Joy reported that the Brookshire Plaza, 830 West Main Street, usage is within their purchased capacity for November. Joy explained that there is interest to install high efficiency toilets in the stores. The Authority tabled the discussion until next month to review the readings at that time.
Joy reported that the New Holland Family Restaurant, 624 West Main Street, completed sixty (60) days of daily meter readings from the time they installed their deduct meters. Joy explained that after talking to Gary Glick he said that he failed to complete the readings for November. The Authority directed Joy to contact Mr. Glick and explain that the readings shall be completed for another thirty (30) days.
Joy reported that Wendco of Central PA, 784 West Main Street, completed the ninety (90) days of daily readings. Joy reported that Wendy’s was over their purchased capacity one (1) day in July, nine (9) days in August, and eight (8) days in September. The days they were over their usage, ranged from ten (10) to twenty-two (22) EDUs. There were a couple of days with negative flow also. Joy reported that she spoke to James Donnelly regarding the invoice for the additional capacity that he received. Mr. Donnelly explained that the meter is located in a closet and the meter has to be read with a mirror due to it facing the wall. The New Holland store went through employee turn over so he felt the readings were unreliable. Mr. Donnelly requested that another ninety (90) days of daily meter readings be taken by a reliable employee. Jerry reported that Mr. Donnelly is interested in installing a deduct meter on the soda machines. Jim made a motion to approve Wendy’s to take another ninety (90) days of daily meter readings which shall start no later then January 1, 2012 and to approve the deduct meter contingent upon the meter meeting all the requirements of the connection specifications. Floyd seconded the motion and all voted yes.
Joy reported that Jalyn Developers, 154 Orlan Road, completed their ninety (90) days of daily meter readings. She explained that all ninety (90) days were within their purchased capacity. The Authority approved that Jalyn Developers can discontinue the daily meter readings.
Joy reported that the New Holland Church of the Nazarene, 428 Ranck Road, completed their ninety (90) days of daily meter readings. She explained that all ninety (90) days were within their purchased capacity. The Authority approved that the New Holland Church of the Nazarene can discontinue the daily meter readings.
The Authority reviewed the letter from Lighthouse Vocational Services, 144 Orlan Road, dated November 21, 2011 regarding the actions completed to decrease their usage. Over the past several months Dean Stoesz, Executive Director/CEO, explained in his letter that he began working with a local plumber to identify and conduct changes. They installed motion sensor faucets in the men’s and women’s restrooms. They also installed constrictor valves in the men’s urinals and restrictor valves in all restroom faucets. All commodes and urinals were inspected and repairs were made. A deduct meter was installed to identify the water that is being used outside to wash the vans. Authorization was received from the Board of Directors to replace the washing machine which apparently is a major user of water. The new washing machine will hopefully result in some appreciable savings in water usage. The Authority directed Joy to mail a letter requiring another letter from them when all changes have been completed and that at that time another ninety (90) days of daily meters readings shall be taken.
The Authority reviewed the letter from the ReUzit Shop of New Holland, 707 West Main Street. The ReUzit Shop of New Holland wishes to relinquish the sewer capacity at the address of 721 West Main Street conditional on the final approval of the Land Development Plans for the parking lot. The letter also states that if for some reason the approval is not given for the parking lot, they may want the capacity back at the rate they are paying now. They also requested not to be billed during the approval process. Jerry reported that he has scheduled a time to remove the control panel but will hold off until this request is finalized. Fred made a motion to grant the request for the capacity being relinquished contingent upon the Land Development Plans for the parking lot. The user fees shall be paid during the approval process and if they would need capacity in the future they would need to purchase it at the current Tapping Fee rate. Floyd seconded the motion and all voted yes.
Joy reported that she talked to Art Mohler, property manager for the New Holland Shopping Center, 635 West Main Street, regarding their high water usage. Mr. Mohler said the leak behind Pizza Hut was fixed. Jerry reported that he verified that water from this leak is not getting in to the sewer system.
Joy reported that Denny and Katina Hoffert, 129 Windsock Way, are delinquent on their payment plan. Mrs. Hoffert paid One Hundred Dollars ($100.00) on November 28, 2011 and explained that Mr. Hoffert said he would pay another One Hundred Dollars ($100.00) before the end of the month. Solicitor Cassidy reported that the debt is joint because it is in both names. He also stated it’s up to them how the payments are made but the Two Hundred Dollars ($200.00) monthly plus the quarterly user fees are obligated by both individuals.
Joy reported that Franisco and Jaclyn Ramierz, 609 Sunflower Street, is requesting a payment plan on their outstanding total of Three Hundred Eighty-Nine Dollars and Fifty Cents ($389.50). Joy explained that Mrs. Ramierz was in on December 5, 2011 to pay One Hundred Dollars ($100.00). Mrs. Ramirez requested making Four (4) payments of One Hundred Dollars ($100.00) and the payments would be made in every two (2) weeks from December 5, 2011. The Authority agreed to the payment plan request.
Joy explained that as she was researching minutes, she came across the following policy: If a customer relinquishes their right to the unused capacity and later needs to expand their sewer usage, they will need to purchase additional EDUs at the going rate less One Thousand Dollars ($1,000.00) credit for each EDU relinquished. She explained that this policy was found in the November 11, 2004 minutes but was never incorporated in the Policy and Procedure Manual. The Authority reviewed the minutes from July 13, 1995 which explains the intent of the policy when it was created. The Authority directed Solicitor Cassidy to review the policy and the Municipal Authorities Act and to report a recommendation to them.
The Authority reviewed the revised Policy and Procedure Manual. Floyd made a motion to approve the revised Policy and Procedure Manual. Earl seconded the motion and all voted yes.
Jim made a motion to adopt the meeting dates for 2012. They are as follows: January 12, February 9, March 8, April 12, May 10, June 14, July 12, August 9, September 13, October 11, November 8, and December 13. Earl seconded the motion and all voted yes.
Joy reported that Millcreek Estates Mobile Home Park (MEMHP), Airport Road, submitted Amendment to Agreement changing to one hundred fifty-one (151) townhouses from one hundred sixty-two (162) townhouses. Joy explained that when she referenced back to the July 10, 2008 agenda for that meeting, she found the action taken to approve the Agreement but it was never incorporated into the minutes. Jim made a motion to correct the July 10, 2008 minutes to reflect the approval for one hundred fifty-one townhouses from one hundred sixty-two (162) townhouses. Floyd seconded the motion and all voted yes. Gary reported that he spoke with Toni Kelley regarding her credit request and she explained this is step one (1) for a credit and they will possibly want additional credits in the future. Gary explained that he can not refute the flows presented to the Authority from MEMHP but he can not prove the flows are from East Earl Sewer Authority (EESA). Gary reported that EESA is willing to move the meter pit on Ranck Road to the EESA connection on Don Drive. The Authority determined that the credit can not be justified. The Authority directed Joy to mail a letter to Ms. Kelley explaining that The Authority has conveyed the urgency of the proposed modifications of the EESA line to the EESA so that all EESA flows can be measured and all questions about the magnitude of any EESA extraneous flows can be resolved.
Joy reported that Log Cabin Court Mobile Home Park (LCCMHP), 3709 Division Highway, did not pay their Guarantee of Capacity Fee of One Thousand Four Hundred Forty-Five Dollars and Eighty-Seven Cents ($1,445.87). Joy explained that after speaking to Dr. Sekhar Chadaga, he explained that the check was mailed to Solicitor Charles Courtney on October 14, 2011. Dr. Sekhar Chadaga said that Solicitor Courtney is holding the check due to the Solicitor Cassidy and Solicitor Courtney working things out. Solicitor Cassidy reported that he is working with Solicitor Zwally to see what can be done regarding the Guarantee of Capacity Fee, he suggested holding off until the research is completed. Fred reported that the SEO’s LCCMHP on-lot systems inspection is continuing and that a sample of surface water will be collected. Gary reported that he has not completed the letter explaining that the Authority can treat the LCCMHP’s sewage while being within the permit limits. Gary explained that he would work with Solicitor Cassidy to complete the letter.
Fred reported that Lee Zimmerman, Township Roadmaster, inquired whether the Authority would be interested in purchasing a plow and salt spreader for his truck. Fred reported that after discussing things he came to realize that the Authority would need to take out an insurance policy for the plow if used on an Authority truck due to the liability of the Authority. Fred explained that the Sewer Treatment Plant doesn’t have any room to store the plow and it would be expensive to maintain the plow. The reason that Mr. Zimmerman is requesting help for the plow purchase is because he doesn’t like to take the big plows into confined space at the STP and Pump Stations. Solicitor Cassidy explained that he isn’t sure if it would be a problem if the ETSA contributed funds to Earl Township for a plow and it being owned by the Township. Earl made a motion to approve contributing Eight Thousand Dollars ($8,000.00) to Earl Township for a plow and salt spreader that will be used for snow removal and salt spreading on the ETSA property contingent upon the review of Solicitor Cassidy. Jim seconded the motion and all voted yes.
Sewer Operators Report: Submitted by Jerry Brackbill:
Wastewater Treatment Plant:
1. The plant effluent was within all permit limits for November.
2. Lonnie Stoltzfus Septic Service hauled 82,500 gallons of sludge in November.
3. The Operators received the analytical report from the October 26, 2011 DEP plant inspection. All testing was within permit limits which are as follows: Phosphorus Total 0.971 mg/l, Nitrite-N 0.12 mg/l, Nitrate-N 3.56 mg/l, Ammonia-N 0.12 mg/l, Total Kjeldahl-N 1.56 mg/l, BOD5 2.4 mg/l, and Total Suspended Solids <5 mg/l.
4. Two (2) blowers were replaced last month for Four Thousand One Hundred Sixty Dollars ($4,160.00) each due to they failed or quit working. The cost to repair the blower is Three Thousand Nine Hundred Sixty-Nine Dollars ($3,969.00), which is not being done. The plant is designed to run three 3 blowers but if one fails the plant may go out of the permit limits. Jerry requested to purchase another blower so the third (3rd) blower can be replaced and will run more efficiently then the current one (1). He explained that he would keep the old blower on hand so it can be used if an emergency would arise. Earl made a motion to approve the expenditure of Four Thousand One Hundred Sixty Dollars ($4,160.00) for a blower. Jim seconded the motion and all voted yes. Jerry explained that he would use the old failed blowers for scrap and get money for them.
Engineer’s Report: Presented by Gary Martin:
Project 1:
1. Monthly Flows to New Holland: Average daily flows for November: 40,700 gpd (compared to October’s 39,100 gpd and September’s 46,200 gpd)
2. New Holland STP Upgrade Status: No invoice was received this month. Based on the current cost sharing request (including Change Orders), the remaining ETSA share will be approximately $2,291.00 of a total of $43,775.00.
3. Developer Growth/Flow Projections: The Authority reviewed and discussed the preliminary table for the letters. NewHol Partners and Petra Christian Fellowship should be added to the list.
Project 2/3:
1. MEMHP: Average daily flows for November was 13,500 gpd (compared to October’s 10,100 gpd and September’s 26,200 gpd).
2. GSV: Average daily flows for November was 53,100 gpd (compared to October’s 55,500 gpd and September’s 62,000 gpd). Average daily flow was over 62,869 gpd – the Guarantee of Capacity Fee of $2,458.53 was assessed this month.
3. Monthly STP Flows: Reported average daily flow for November was 297,100 gpd (compared to October’s 297,500 gpd and September’s 346,100 gpd).
4. Flows from EESA: Average daily flows for November 131,700 gpd (compared to October’s 134,300 gpd and September’s 141,600 gpd)
5. Limited Connection Plan: One (1) EDU was issued last month (Cheltenham).
The balances for the delinquent accounts were:
Project #1–$ 332.22
Project #3- $ 2,883.31
The November receipts were:
Project #1 - $ 123.29
Project #3 - $ 35,410.01
Jim made a motion to approve the disbursements of checks #2652 – 2655 for Project 1 in the amount of $6,041.67. Floyd seconded and all voted yes.
Earl made a motion to approve the disbursements of checks #3597 – 3617 for Project 3 in the amount of $64,370.47. Floyd seconded and all voted yes.
Meeting adjourned at 8:55 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
WHWA 2011
Solicitor Cassidy called the January 13, 2011 meeting of the Western Heights Water Authority to order at 6:03 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Warren Heller, and Ed Sensenig. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Solicitor Cassidy asked for nominations for the following officers:
Chairman: Gene nominated Fred Wissler, Warren seconded and all voted yes.
Vice-Chairman: Fred nominated Eugene Neidermyer, Ed seconded and all voted yes.
Secretary: Warren nominated James Leonard, Fred seconded and all voted yes.
Treasurer: Gene nominated Ed Sensenig, Warren seconded and all voted yes.
Assistant Treasurer: Fred nominated Warren Heller, Gene seconded and all voted yes.
Appointed Secretary/Treasurer: Fred nominated Joy Oberholtzer, Gene seconded and all voted yes.
Appointed Assistant Secretary/Treasurer: Fred nominated Brenda Becker, Ed seconded and all voted yes.
Solicitor: Ed made a motion to appoint Solicitor William Cassidy of Appel & Yost, Fred seconded and all voted yes.
Engineer: Gene made a motion to appoint Gary Martin of Gannett Fleming, Fred seconded and all voted yes.
Auditor: Fred made a motion to appoint Linda Fox of Weinhold, Nickel & Co., Jim seconded and all voted yes.
Depositories: Fred made a motion to approve Ephrata National Bank, Susquehanna Bank, PNC Bank and PLGIT, Jim seconded and all voted yes.
The Authority reviewed the 2011 Engineering Service Rate Table which reflects a slight increase in the cost.
Solicitor Cassidy then turned the meeting over to Chairman Fred Wissler for the regularly scheduled monthly meeting at 6:15 pm.
Gene made a motion to approve the December 9, 2010 minutes. Jim seconded the motion and all voted yes.
Jim made a motion to approve the revised policy to require all new residential customers shall connect to the main line with a minimum one-inch service lateral (pipe line size). All fitting, valves, and appurtenances, including the water meter shall be a minimum of one-inch. Line size after the meter shall be determined by the property owner or builder. Gene seconded the motion and all voted yes.
Jim made a motion to approve the two point one percent (2.1%) increase in the Operator’s 2011 wages. Ed seconded the motion and all voted yes.
The Ethics Commission Forms were passed out and are to be returned when completed.
Fred reported that an Earl Township employee hit a manhole on South Custer Avenue, which wrecked the plow. At the time, it appeared that the manhole was not damaged. Fred explained that it would cost approximately Ten Thousand Dollars ($10,000.00) for a new plow. WHWA, Earl Township Sewer Authority, and Earl Township all have the same carrier and Fred explained that his concern is whether all entities will receive fair coverage when two (2) entities file claims for the same incident, being that all are under the same insurance carrier. Solicitor Cassidy explained that he believes that the current insurance carrier would offer the same coverage as compared to the entities being split into different insurance carriers. Solicitor Cassidy also explained that the Authority could call the current insurance carrier and explain the situation and inquire how they would process the claim. Doug reported that the manhole seemed to have no damage. After some discussion, Doug was directed that he will inspect the manhole in the spring or summer to see if there was any damage.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity again for December. Ed made a motion to bill Brookshire Plaza one (1) additional EDU. Warren seconded the motion and all voted yes.
Solicitor Cassidy reported that Harry Yost currently represents Leola Sewer Authority and he would like to cut back his night meetings. The Leola Sewer Authority holds their meeting the same night as the Authority holds theirs. Solicitor Cassidy inquired whether the Authority would be open to changing the current meeting date night so he could serve both Authorities. Mr. Yost will inquire whether the Leola Sewer Authority would change their meeting date first and get back to the Authority. The Authority discussed that the fourth (4th) Thursday would work if they had to change the date.
A spreadsheet for Well #5 expenditures was reviewed and discussed by the Authority.
Gary reported that he responded to the Department of Environmental Protection (DEP) questions that were submitted last month regarding the application to permit Well #5. According to DEP’s website, they have a due date of February 15, 2011 to respond.
Fred reported that he spoke with David Beiler, 147 Voganville Road. Fred explained that Mr. Beiler will donate the wire fence for Well #5 and work with the Authority to install the fence.
Ed inquired whether more chlorine was being used in the water. Doug responded that there was but no where close to exceeding the permit levels.
The receipts for December were reviewed in the amount of $17,451.14.
Ed made a motion to approve the disbursements in the amount of the $5,881.52, which includes the January payroll taxes, the fourth quarter PA Tax, and the fourth quarter EIT Tax. Gene seconded the motion and all voted yes.
Meeting adjourned at 7:00 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
 |
|
|
 |
  |
Chairman Fred Wissler called the February 10, 2011 meeting of the Western Heights Water Authority to order at 6:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Warren Heller, and Ed Sensenig. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Warren made a motion to approve the January 13, 2011 minutes. Ed seconded the motion and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for January. Joy reported that an invoice for one (1) additional EDU was mailed on January 17, 2011 and no response was received. The Authority directed Joy to mail a letter requesting their presence at the March 10, 2011 meeting to discuss the invoice and their excessive water usage.
The Authority reviewed letter number two (#2) from the Department of Environmental Protection (DEP) regarding the application to permit Well #5. Gary reported that he will respond to DEP early next week. He also explained that the Total Dissolved Solids (TDS) samples will be taken for a year at all wells. Gary reported that DEP is requiring that a digital meter be purchased which will cost approximately Four Hundred Dollars ($400.00).
Joy reported that Kitty Lou Miller, 771 West Main Street, contacted the office and explained that she doesn’t want her water bill mailed to her in Virginia. Kitty requested that the water bill be mailed to her tenant only, Deborah Rendon. After some discussion, the Authority directed Joy to contact Kitty explaining that the bill has to be mailed to Kitty, because she is responsible that the bill gets paid.
Joy reported that she spoke with Linda Fox, Weinhold Nickel & Company, and Linda has concerns that Ed and Joy are both signers on the bank accounts. Linda has these concerns because Ed is Joy’s father and that there may be a fraud concern. Joy explained that in an emergency Ed can sign the checks, but Brenda would have to be the other signer. Linda suggested that one (1) of the two (2) be removed as a signer on the bank accounts, or that the Authority monitors who are signing the checks. After some discussion, the Authority decided that they would monitor who are signing the checks.
Joy reported that after three (3) quarters delinquency of payment on a water account, the account then gets turned over to Solicitor Cassidy. Solicitor Cassidy mails a letter to inform the customer that if they do not pay their delinquent account, a lien will be filed. If the customer pays their delinquent account after receiving the letter from Solicitor Cassidy, the charges from Appel & Yost LLP for the preparation of that letter are not to be billed to the customer. However, if a municipal lien is subsequently filed in accordance with state law for an account which remains delinquent, then the attorney fees can be pursued. If the customer has paid an overdue bill which includes attorney fees and acknowledges the responsibility to reimburse the Authority for those legal costs, attorney fees may be billed. Joy also reported that there is a WHWA Administrative Fee in the amount of Fifty Dollars ($50.00) in place and we could bill to help make up for the legal charges. After some discussion, the Authority decided to discontinue billing delinquent customers the legal charges for the initial delinquent letter and the Authority will pay this expense.
Solicitor Cassidy reported that a consultant for McDonalds of New Holland, 828 West Main Street, contacted him regarding the water line location on this properties Easement. Solicitor Cassidy explained that after some research, he concluded that the McDonald’s consultant was reviewing an Easement with an inaccurate legal description and exhibits. Solicitor Cassidy updated the Authority that he will send the correct legal description and exhibit to McDonalds. Gary reported that it appears that the Wendco of Central PA, the Brookshire Plaza, and the McDonalds Easements were never recorded. The original Easements will need to be recorded after the originals are found. If the originals can not be found, new Easements will need to be processed and recorded. Solicitor Cassidy also reported that McDonalds proposes to construct a second drive thru lane which shows that they propose to pave over the water line. After some discussion, the Authority directed Solicitor Cassidy to communicate with McDonalds, explaining that they will be able to pave over the water line with the understanding that if anything ever happens and the line needs to be accessed, pavement restoration will be at McDonalds expense. This information will need to be inserted in the Easement.
Gene made a motion to approve and sign the Agreement Providing for Grant of Water Line Easement for Wright New Holland LLC, 706 West Main Street. Ed seconded the motion and all voted yes.
The delinquent accounts were reviewed in the amount of $470.70. The Authority directed Joy to contact the delinquent account holders about their accounts.
The receipts for January were reviewed in the amount of $255.70.
Gene made a motion to approve the disbursements in the amount of the $6,878.77, which includes the February payroll taxes. Warren seconded the motion and all voted yes.
Meeting adjourned at 6:45 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
Chairman Fred Wissler called the March 10, 2011 meeting of the Western Heights Water Authority to order at 6:03 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Warren Heller, and Ed Sensenig. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Gene made a motion to approve the February 10, 2011 minutes. Ed seconded the motion and all voted yes.
Jeffrey Stalter, Brookshire Plaza, 830 West Main Street, was present to discuss Brookshire Plaza’s water usage. Jeffrey reported that he had the Witmer Company come out and in their investigation they found two (2) leaking toilets. The Witmer Company replaced the toilet in Subway and repaired the toilet in Six Feet Under. They completed one (1) more test but the results are not available yet. The Authority directed Jeffrey to take ninety (90) days of daily meter readings. Doug explained that it is a little difficult to get in to read the meter because it is in a meter pit. Doug explained to Jeffrey that he can borrow a tool of Authority’s to be able to take the lid off the pit. Ed made a motion to defer the invoice for one (1) EDU until the ninety (90) days of daily readings are completed. Gene seconded the motion and all voted yes.
Joy reported that there was an article in the newspaper about fraud that occurred with the Ephrata Borough’s bank account. After some discussion, the Authority directed Joy to contact PLGIT to find out if anyone is able to withdraw from the CD’s. The Authority discussed some other ideas about preventing fraud. The Authority directed Joy to contact Susquehanna Bank to find out what security precautions could be taken. The discussion was tabled until next month.
Jim made a motion to approve the revised policy to require all new residential customers shall connect to the main line with a minimum one (1) inch service lateral (pipe line size). All fitting, valves, and appurtenances, including the water meter shall be a minimum of three quarter (3/4) inch. Line size after the meter shall be determined by the property owner or builder. Warren seconded the motion and all voted yes
Joy reported that she completed some research on the legal charges from Appel & Yost LP for a water account that is three (3) quarters delinquent. The legal charges would cost anywhere from Thirty-One Dollars ($31.00) to Fifty-One Dollars ($51.00) for legal research and mailing the initial delinquent letter. After some discussion, the Authority decided to discontinue billing delinquent customers the legal charges for the initial delinquent letter and the Authority will pay this expense.
Fred reported that Nate Merkel, Pennsylvania Rural Water Association, created the layout for the Wellhead Protection plan for free of charge. Fred explained that Nate, Jerry, and he traveled to the different wells so Nate was able to review the locations of the wells. Fred reported that the last Wellhead Protection meeting was successful; all information was gathered and will be complied. The process is almost completed so the next step is the submission to DEP once all the technical data is completed.
The delinquent accounts were reviewed in the amount of $202.69.
The receipts for February were reviewed in the amount of $654.30.
Jim made a motion to approve the disbursements in the amount of the $2,806.46, which includes the March payroll taxes. Warren seconded the motion and all voted yes.
Meeting adjourned at 6:42 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
|
Chairman Fred Wissler called the April 14, 2011 meeting of the Western Heights Water Authority to order at 6:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Warren Heller. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Jim made a motion to approve the March 10, 2011 minutes. Gene seconded the motion and all voted yes.
Brookshire Plaza, 830 West Main Street, was within their purchased capacity for March. This is the month one of three months of readings (1 of 3).
The Authority reviewed the DEP letter dated March 22, 2011 regarding the GWR 4-log Treatment of Viruses requirement. Gary reported that the Authority is already in compliance of this requirement as of August 2010 and that he contacted DEP and confirmed the compliance.
The Authority reviewed the Public Water Supply Permit No. 3610533, for the construction of the Well #5, nitrate treatment and finished water storage tank. Jim made a motion approving that Jerry may get telephone quotes and then to proceed with the lowest bid for the disinfection the cistern, Warren seconded and all voted yes. Gary reported the Surface Water Identification Protocol (SWIP) sampling must be accomplished and will take six (6) months to complete. The SWIP Plan is being developed to comply and is proposed to start in the spring of 2012
Gary reported that funding options are being researched for the water facility expansion, but funds from PENNVEST and CBGB will be difficult to obtain due to the competition is increasing for these grants and because the construction of the expansion is already underway.
Solicitor Cassidy reported that the McDonalds’ 828 West Main Street, Easement document is progressing and the latest submission will require corrections to the legal description.
Brenda reported that the banks currently don’t have any major fraud monitoring system in place to watch for unauthorized transfer of Authority monies. An alert notification may be activated with the bank. Brenda stated that the banks are insured to cover any unauthorized transfers. Brenda was directed to find out if the Authority is insured for fraud under our insurance policy and to confirm again that the banks are insured and at what limit.
The delinquent accounts were reviewed in the amount of $316.65.
The receipts for March were reviewed in the amount of $158.00.
Warren made a motion to approve the disbursements of checks #2986 - 2995 in the amount of the $7,827.33, which includes the April payroll taxes. Gene seconded the motion and all voted yes.
Meeting adjourned at 6:30 p.m.
Respectfully submitted,
Brenda S Becker, Asst Appointed Secretary/Treasurer
|
|
|
|
|
|
|
|
Chairman Fred Wissler called the May 12, 2011 meeting of the Western Heights Water Authority to order at 6:03 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Warren Heller. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Gene made a motion to approve the April 14, 2011 minutes. Warren seconded the motion and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for April due to running water in the bathroom at Brady’s Restaurant and a toilet that over flowed at Subway. This is month two (2) of three (3) months of readings.
Joy reported that Doug opened the water valve at Ebersole Dedicated Services, 710 West Main Street, on May 10, 2011. This allows Wright New Holland, 706 West Main Street, to share their one (1) water EDU with Ebersole Dedicated Services as long as the usage stays within the capacity of one (1) EDU. Joy explained that Brad Midgette, Wright New Holland, requested that the Operators take the mandatory daily readings for Ebersole Dedicated Services and Wright New Holland. Brad agreed to pay for the daily readings that the Operators will be taking. Doug started taking the daily readings on May 11, 2011.
Joy reported that she was in communication with Cindy Hampton, Lancaster County Planning Commission, about the 2008 Urban Enhancement Fund (UEF) Grant. Cindy agreed that the Ninety Dollar ($90.00) labor rate for the WHWA staff, which includes wages and benefits, that the Authority adopted could be used for the UEF Grant reimbursement. Gary reported that the deadline for the 2008 reimbursable grant expenses is August 20, 2011 and recommended that an additional extension is requested.
The Authority reviewed the letter dated May 5, 2011 from the Department of Environmental Protection (DEP) regarding important information about changes to the monitoring requirements and the monitoring waiver protocol for 2011-2013 compliance period. Gary explained that DEP has increased the sampling requirements which will result in approximately One Thousand Dollars ($1,000) in expenses per quarter to the Authority. The sampling will start in 2012. Gary explained that when the first round of samples is completed and the results come back satisfactory, the Authority could submit a waiver request to discontinue some of the sampling.
Joy reported that Susquehanna Bank covers one hundred percent (100%) of fraud activity up to Two Hundred and Fifty Thousand Dollars ($250,000) as long the Authority can prove that account numbers were never given out. The Authority would also have to prove that they didn’t authorize the fraudulent transaction. Joy explained that online banking was suggested so the account activity could be monitored on a daily basis. Joy reported that the Authority doesn’t currently have any insurance to cover computer fraud; however Murray Insurance will provide quotes for this insurance coverage.
Jim made a motion to approve the McDonalds’, 828 West Main Street, Easement document. Gene seconded the motion and all voted yes.
Doug reported that he and Jerry emptied the cistern and refilled it with potable water for disinfection purposes. They are going to hold the water for twenty-four (24) hours to verify if the tank has leaks. After the twenty-four (24) hours, they will empty and refill the tank with water to test for Coliform Bacteria. Once the sample results return from L.A.B.S., the cistern will be ready to be used. Fred stated that he would like to start working on the new well house as soon as possible. There will be a planning meeting on Wednesday, May 18, 2011 at 1:00 pm to discuss the well house.
The delinquent accounts were reviewed in the amount of $321.40.
The receipts for April were reviewed in the amount of $14,551.11.
Jim made a motion to approve the disbursements of checks #2996 - 3003 in the amount of the $2,436.21, which includes the May payroll taxes. Warren seconded the motion and all voted yes.
Meeting adjourned at 6:35 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
|
Chairman Fred Wissler called the June 9, 2011 meeting of the Western Heights Water Authority to order at 6:02 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Warren Heller. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Gene made a motion to approve the May 12, 2011 minutes. Warren seconded the motion and all voted yes.
Joy reported that Ruth Green, 741 West Main Street, contacted the office regarding the white film on the top of her water. Ruth refuses to drink the water, so she buys spring water and inquired whether the Authority could do something about the problem. The Authority directed Joy to contact Ruth and explain to her that the white film is Calcium in the water and she would need a water softener to decrease the hardness in the water. The water is tested regularly and passes all state mandated tests.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for May. This is month three (3) of three (3) months of readings. The Authority decided to wait and review the readings from June 1 through June 16, 2011 which will complete their ninety (90) days of daily meter readings to make a decision about their excessive water usage.
The Authority reviewed the daily meter readings for Wright New Holland, 706 West Main Street, and Ebersole Dedicated Services, 710 West Main Street. The daily readings for May showed that they were within their combined purchased capacity of one (1) EDU. Joy reported that the readings will be taken by the Operators until Ebersole Dedicated Services is independently connected to the public water system. Joy also reported that Wright New Holland is being invoiced for the daily readings that the Operators are completing.
Wendco of Central PA, 784 West Main Street, is over their purchased capacity for May. Gene made a motion to require ninety (90) days of daily readings. Jim seconded the motion and all voted yes.
Joy reported that she contacted Cindy Hampton, Lancaster County Planning Commission, regarding the 2008 Urban Enhancement Fund (UEF) Grant. Cindy explained that all invoices for the Denitrification/Water System Expansion would need to be paid by the Authority before the expiration date of the grant or the Authority would not be eligible for the reimbursement of funds through the UEF Grant. Cindy suggested applying for another one (1) year time extension. The Authority reviewed the time extension letter that was submitted to the Lancaster County Commissioners. Joy reported that Cindy would let us know as soon as possible if the time extension was approved.
The Authority reviewed the letter dated May 27, 2011 from the Department of Environmental Protection (DEP) regarding the approval of the Operation Permit for the finished water storage tank. Gary reported that Michael Hess, DEP, inspected and approved the new tank for the Operation Permit. Jerry reported that the new tank is in operation and in two (2) weeks both, the old and new tank will be in operation.
The Authority reviewed another letter from DEP dated May 26, 2011 regarding the Surface Water Identification Protocol (SWIP) monitoring for Well #5. Gary reported that the sampling is approved to start in April 2012.
Joy reported that through the auditing process, the auditors questioned if hours logged to the Earl Township Sewer Authority (ETSA) represented time for the Denitrification/Water System Expansion. After some discussion, the Authority concluded if so that they want to reimburse the ETSA. Fred made a motion to approve that all hours that were worked on the Denitrification/Water System Expansion should be reimbursed to the ETSA and all future Denitrification/Water System Expansion hours should be reimbursed. Warren seconded the motion and all voted yes.
The 2010 Audit from Weinhold, Nickel, and Company was reviewed by the Authority.
Joy reported that the electric contract through cooperative purchasing with Lancaster County expires December 2011. The Earl Township Supervisors directed Brenda Becker, Township Secretary, to apply for electric rates through Pennsylvania League of Cities and Municipal Utility Alliance and will provide the rate quote information when it is received.
Solicitor Cassidy reported that he received the Recorded Amendment to Water Line Agreement from McDonald’s, 828 West Main Street, and provided it to the Authority.
Joy reported that there was a meeting held on May 18, 2011 with Fred, Doug, Jerry, and Gary to discuss the Well House. The Authority reviewed the price proposal from Lancaster Poured Walls for poured footers and walls for the Well House. Fred reported that he will get a price proposal from Groffdale Concrete Walls Inc and another company for the Authority to review. Fred also reported that he contacted Thomas L Weaver, Architect, regarding the preliminary design and plans for the Well House. The fee for services included in the contract will be based on an hourly rate of Fifty-Eight Dollars ($58). Solicitor Cassidy reviewed the contract that Mr. Weaver provided and explained his concern that Mr. Weaver is seeking to limit his liability Fifty Thousand Dollars ($50,000). Solicitor Cassidy suggested that Mr. Weaver provide insurance coverage in an amount of One Million Dollars ($1,000,000) for any potential claim arising from the work. Gary explained that the contract states that all documents produced by Mr. Weaver, including CAD files, shall remain the property of Mr. Weaver and may not be used for any other project or endeavor without Mr. Weaver’s written consent. Gary is concerned about this statement and suggested that it would be changed because he’s not sure if Mr. Weaver will provide what we will need for the Well House project such as Record Plans and Plans for the required Department of Environmental Protection (DEP) Operations Permit. No action was taken.
Gary reported that the Nitrate Treatment System will need to be bid because of the proposed cost of the system. Gary stated that he would put together the bid form and suggested that it should be distributed to AdEdge Technologies, Martin Water Conditioning, and Miller and Sons Salt and Water and to the other companies contacted during the design process. The bid will be advertised and the bid opening will be before the next meeting to allow the Authority time to make a decision on which company to award the bid to at the July meeting.
Joy reported that Murray Insurance is working on a price proposal for fraud insurance and it will be provided to the Authority when it is ready for review.
The delinquent accounts were reviewed in the amount of $525.59.
The receipts for May were reviewed in the amount of $59.60.
Gene made a motion to approve the disbursements of checks #3004 - 3012 in the amount of the $6,252.37, which includes the June payroll taxes. Warren seconded the motion and all voted yes.
Meeting adjourned at 6:45 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
|
Chairman Fred Wissler called the July 14, 2011 meeting of the Western Heights Water Authority to order at 6:10 p.m. Present were Fred Wissler, Jim Leonard and Warren Heller. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).
Warren made a motion to approve the June 9, 2011 minutes. Jim seconded the motion and all voted yes.
Brookshire Plaza, 830 West Main Street, was within their purchased capacity for June, month four (4) of readings. The Authority decided to wait and review the monthly reading provided by the Operators to monitor their water usage.
The Authority reviewed the daily meter readings for Wright New Holland, 706 West Main Street, and Ebersole Dedicated Services, 710 West Main Street. The daily readings for June showed that they were within their temporary shared purchased capacity of one (1) EDU.
Joy reported that Wendco of Central PA, 784 West Main Street, started their daily meter readings in July, therefore the readings will be submitted for the August meeting.
Jim made a motion to approve that all hours that were worked on the Denitrification/Water System Expansion should be reimbursed to the ETSA and all future Denitrification/Water System Expansion hours should be reimbursed at the established Ninety Dollar ($90.00) labor rate. Fred seconded the motion and all voted yes.
Joy reported that there is currently a Ford Ranger and Ford 550 reimbursement rate that is established to bill customers for the Operators time. After some discussion, the Authority concluded that it would be reasonable to establish a labor only rate. Jim made a motion to approve the rate of Forty-Two Dollars ($42) per hour for the labor only rate. Warren seconded the motion and all voted yes.
The Authority reviewed the revised Policy and Procedure Manual. Jim made a motion to approve the revised Policy and Procedure Manual and to include the labor only rate in the update. Fred seconded the motion and all voted yes.
Warren made a motion to approve the Computer Fraud and Transfer Fraud Insurance from H.A. Thomson Co. in the limit amount of Two Hundred Thousand Dollars ($200,000.00) with the deductible of One Thousand Dollars ($1,000.00), which will cost One Hundred Ninety-Four Dollars ($194.00) annually. Fred seconded the motion and all voted yes.
Gary reported that there were three (3) bids received for the Nitrate Treatment System. The bids received are as follows: Miller & Sons Salt & Water, in the amount of Nine Thousand Nine Hundred Dollars ($9,900.00), Martin Water Conditioning, in the amount of Twenty-Four Thousand Five Hundred Forty Dollars and Thirty Cents ($24,540.30), and AdEdge Technologies Inc, in the amount of One Hundred Five Thousand Seven Hundred Dollars ($105,700.00). Gary reported that there was a work session held on July 13, 2011 with the Operators, Fred, and himself to review the bids. Solicitor Cassidy recommended that the Nitrate Treatment System be re-bid due to the non-compliance to the bid specifications by all of the bidders. Jim made a motion to reject all bids that were submitted for the Nitrate Treatment System. Warren seconded the motion and all voted yes. Warren made a motion to approve to rebidding the Nitrate Treatment System based on Gannett Fleming Inc. revised specifications. Jim seconded the motion and all voted yes. Gary explained that revised specifications will be issued to anyone that was interested in the first (1st) bid. Wayne Laraway, AdEdge Technologies Inc was present and inquired whether the warranty deficiency could be waived for their bid. Solicitor Cassidy stated that the warranty that was included with their bid was for twelve (12) months and the bid specifications required a twenty-four (24) month warranty, which he felt was not a minor deficiency. Gary, the Operators, and Fred will meet next week to review and finalize the revised bidding documents.
Fred reported that he received three (3) price quotes from the following for the new Well House foundation: Groffdale Concrete Walls Inc, Stief Concrete Work Inc, and Lancaster Poured Walls. Jim made a motion to approve the lowest price quote to Groffdale Concrete Walls Inc in the amount of Seven Thousand Three Hundred Dollars ($7,300.00). Warren seconded the motion and all voted yes.
The contract from Thomas L Weaver, Architect, was reviewed by the Authority regarding the Construction Plans for the Well House. Warren made a motion to approve the contract from Mr. Weaver to complete the Construction Plans for the Well House, at the rate of Fifty-Eight Dollars ($58.00) an hour. Fred seconded the motion and all voted yes. Gary suggested that if the building structure would change, the plans would also need to be changed when the Record Plans are finalized.
Doug reported that there were price quotes received for a pump for the water expansion, but Doug explained that the specifications will need to be clarified and the depth of the pump needs verified by pulling the current pump. Once the pump specifications are determined, the pump purchase will be solicited.
Fred directed Joy to contact Cindy Hampton, Lancaster County Planning Commission, regarding the 2008 Urban Enhancement Fund (UEF) Grant, to inquire whether the meeting to review the time extensions is a public meeting and whether it would be beneficial to have a representative from the Authority present.
The delinquent accounts were reviewed in the amount of $525.59.
The receipts for June were reviewed in the amount of $741.77.
Warren made a motion to approve the disbursements of checks #3013 - 3026 in the amount of the $6,595.12, which includes the July payroll taxes, the second quarter PA Tax, and the second quarter EIT Tax. Fred seconded the motion and all voted yes.
Meeting adjourned at 7:40 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
Chairman Fred Wissler called the August 11, 2011 meeting of the Western Heights Water Authority to order at 6:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Warren Heller. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), Timothy Nolt (Gannett Fleming Inc) and Bill Cassidy (Solicitor).
Jim made a motion to approve the July 14, 2011 minutes. Warren seconded the motion and all voted yes.
Brookshire Plaza, 830 West Main Street, was over their purchased capacity for July. Jim made a motion to bill Brookshire Plaza an additional four (4) EDUs. Gene seconded the motion and all voted yes.
The Authority reviewed the daily meter readings for Wright New Holland, 706 West Main Street, and Ebersole Dedicated Services, 710 West Main Street. The daily readings for July showed that they were within their temporary shared purchased capacity of one (1) EDU. Joy reported that this completes their ninety (90) days of daily readings and they have been well within the temporary shared purchased capacity of one (1) EDU. Jim made a motion to allow Wright New Holland to discontinue the daily meter readings unless the use would change or circumstances would come up that would require further readings. Warren seconded the motion and all voted yes. Gary reported that the WHWA Easement and Ebersole Dedicated Services Easement from Wright New Holland were received. The Easements were overlapping but Solicitor Cassidy reviewed them and said they are satisfactory.
Wendco of Central PA, 784 West Main Street, had one (1) day over their purchased capacity for July, month one (1) of three (3) of readings.
Joy reported that the 2008 Urban Enhancement Fund (UEF) Grant time extension was approved for August 20, 2012 by the Lancaster County Board of Commissioners. Joy inquired whether she should start using the grant funds to reimburse the WHWA for the Denitrification/Water System Expansion expenses. After some discussion, the Authority directed Joy to use the grant funds to reimburse the WHWA. Joy reported that she is tracking all hours the Operators are working on the Denitrification/Water System Expansion in a spreadsheet. She explained that there are three and a half (3.5) hours that were noted to check Well 5 on the timesheets from the Operators in 2009. The Authority directed Joy to remove the three and a half (3.5) hours from the spreadsheet because there isn’t enough information to distinguish if it was work being done for the Denitrification/Water System Expansion or if it was just regular maintenance.
The Authority reviewed the new property insurance policy with Murray Risk Management and Insurance. Joy reported that Barbara Martin, Murray Rick Management and Insurance, Gary, and she had a conference call to discuss the policy. Gary took the construction value of the water tanks and the Walnut Street Pump Station and added inflation (indexed to the current values) to calculate the values. The Authority reviewed and agreed with the new values. Gary reported that the Six Thousand Dollars ($6,000.00) for the Wells coverage includes instances like if someone runs into the wellhead, or damages something above ground. The Authority directed Joy to research whether lightning is included in the insurance policy.
Gene made a motion to approve the excess flows policy: Excess flows are flows above the property’s purchased capacity. The property’s purchased capacity is measured in Equivalent Dwelling Units (EDUs). Each EDU is equal to a maximum daily flow of 250 gallons per day. Alternatively for monitoring purposes, an average monthly flow of 5,000 gallons per month or a quarterly flow of 15,000 gallons per quarter may be used to monitor the potential presence of peak daily flows in excess of 250 gallons per day. Should excess flows be detected by monitoring the daily, monthly, or quarterly flows, the Authority reserves the right to require ninety (90) consecutive days of daily meter readings to document/verify the daily flows to determine if additional EDUs need to be purchased or if flow reduction measures must be undertaken. These daily readings shall be submitted to the Authority on a monthly basis by the fifth (5th) day of each month. If the ninety (90) consecutive days of daily readings are within the purchased capacity (250 gallons per day per EDU), then additional capacity does not need to be purchased. If the daily meter readings show multiple days over the purchased capacity, the Authority shall determine the additional capacity to be purchased or if flow reduction measures can be undertaken. The commercial property owner is required to take ninety (90) days of daily flow meter readings after the business opens or if the use of the property changes and if after thirty (30) days, the readings are not received; the commercial property owner will be billed for the additional EDU(s). Warren seconded the motion and all voted yes. The Authority directed Joy to monitor the daily meter readings on a monthly basis and report the results to the Authority for review or action.
Joy reported that the new Electric Purchasing Agreement was obtained through Pennsylvania League of Cities and Municipal Utility Alliance. The two (2) year rate is .074211 kilowatt hour and it will run from December 2011 to December 2013. The current two (2) year Electric Purchasing Agreement is in effect until December 2011 at the average rate of .1169 kilowatt hour.
Gary reported that there were two (2) bids submitted for the Nitrate Treatment System. The bids received are as follows: Miller & Sons Salt & Water, in the amount of Thirteen Thousand Two Hundred Forty-Six Dollars ($13,246.00), and Martin Water Conditioning, in the amount of Twenty-Five Thousand Three Hundred ($25,300.00). Gary reported that both bids are in compliance with the bid specifications. The bid submitted from Miller & Sons Salt & Water includes installation and field services. Jim made a motion to approve the bid submitted from Miller & Sons Salt & Water, in the amount of Thirteen Thousand Two Hundred Forty-Six Dollars ($13,246.00). Warren seconded the motion and all voted yes.
Jerry reported that he has been in communication with Sensenig & Weaver Well Drilling about the pump. After some discussion, the Authority approved the pulling of Well 5 pump to verify the pump depth. Jerry reported that Sensenig & Weaver Well Drilling pulled the pump and provided a price quote for a new pump. Joy reported that Myers Brothers Drilling Contractors has been unresponsive when she would contact them for a price quote on the pump. All bids were received by the telephone quote process. The telephone bid form was filled out for all bidders and the unresponsive bidder. Joy also reported that a price quote from Kohl Bros Inc was received, but the quote was not comparing apples to apples with the quote from Sensenig & Weaver Well Drilling. The Authority directed Joy to contact Kohl Bros Inc for an accurate price quote for the pump. Jim made a motion to approve the lowest bid that is in compliance with the pump specifications. Gene seconded the vote and all voted yes.
Fred reported that he gave permission to the Operators to take the three inch (3”) pipe that is to be replaced after the pump was pulled to Ephrata Recycling. Jerry reported that Three Hundred Forty-Three Dollars and Twenty Cents ($343.20) was reimbursed for the pipe and deposited in the Authority’s general fund.
Gary reported that the Well House is going to be bid and that four (4) companies to date have received the plans and bid form. On August 24, 2011 at 10:00 am there will be an optional pre-bid meeting. Gary reported that he or Timothy Nolt will be at the meeting. Gary explained that the bid opening is set for September 2, 2011 at 11:00 am. Fred directed Joy to contact Countryside Builders and Weaver Construction to make them aware that the bid form and plans are available.
Fred reported that Nathan Merkel, Pennsylvania Rural Water Association, is scheduled to meet with the Authority on August 18, 2011 at 10:00 am here at the Municipal Office. Fred invited the Authority, Earl Township Board of Supervisors, Operators, Gary and Solicitor Cassidy to attend the meeting. Mr. Merkel will go over the Regional Wellhead Protection Plan. Solicitor Cassidy advised the Authority that according to the Sunshine Law, the meeting would need advertised if three (3) or more Authority Board Members or Earl Township Board of Supervisors decide to attend the meeting. The Authority directed Joy to advertise the meeting. The Wellhead Protection Delineation Plans should be available by the end of the year. Fred reported that when the Plan is available, Mr. Merkel suggested meeting at Earl Township to go over the Plans with the other Municipalities involved with the Wellhead Protection Plan. The meeting will also be open all Municipal Officials, and anyone else that wants to attend and learn about Wellhead Protection.
Warren reported that he is going to settle on his property in the near future and will be moving out of the Township. He explained that his last meeting will be September.
Fred made a motion to mail letters to all residents in the WHWA service area to serve on the WHWA Board. Jim seconded the motion and all voted yes. Solicitor Cassidy reported that the Authority can invite anyone to a public meeting but the Board of Supervisors would have to approve the appointed Authority Member.
The delinquent accounts were reviewed in the amount of $525.59.
The receipts for July were reviewed in the amount of $14,668.45.
Gene made a motion to approve the disbursements of checks #3043 - 3058 in the amount of the $18,559.41, which includes the August payroll taxes. Warren seconded the motion and all voted yes.
Meeting adjourned at 6:57 p.m.
Respectfully submitted,
Joy M Oberholtzer, Appointed Secretary/Treasurer
|
|
|
|
|
|
|
|
The following people were in attendance at the Wellhead Protection meeting held at Earl Township Office on August 18, 2011 at 10:00 am: Fred Wissler, Western Heights Water Authority, James Leonard, Western Heights Water Authority, Doug Snader, Operator, Jerry Brackbill, Operator, Gary Martin, Engineer, Bill Cassidy, Solicitor, Nate Merkel, Pennsylvania Rural Water Association.
Mr. Merkel explained the draft Earl Township Wellhead Protection Plan.
Respectfully Submitted,
Joy M Oberholtzer, Appoint Secretary/Treasurer
|
|
|
|
