Sanitary Authority

Greenville Sanitary Authority 1-10-13 GREENVILLE SANITARY AUTHORITY GREENVILLE, PENNSYLVANIA REGULAR MEETING MINUTES Thursday, January 10, 2013 ~ 6:00p.m. CALL TO ORDER Dr. Mueller called the meeting to order at 6:00p.m. ROLL CALL: Henry M. Mueller, Chairperson Cindy Tonks, Vice Chairperson Roberta Leonard, Secretary Pamela Auchter Donald Shaw - absent OTHERS PRESENT: Jasson W. Urey, Borough Manager Dan Wallace, Solicitor Chad Hanley, KLH Engineers Also present: Media: Megan Heathcote, Borough Administrative Assistant Caleb Stright, Record-Argus Lyle Huffman, Director of Public Services Bill Jamison 1. PUBLIC COMMENTS None. 2. ACCEPTANCE OF MINUTES Motion by Ms. Tonks, seconded by Ms. Leonard, to table the minutes of the December 13, 2012 regular meeting until the next meeting. Motion carried. 3. FINANCIAL REPORTS Motion by Ms. Tonks, seconded by Ms. Auchter, to accept the operating and cash balance report for December. Mr. Urey said that they ended the year with a $324,000 surplus but that there are projects out there that have not been paid yet. Dr. Mueller asked about the lease agreement in regards to the reserve capacity fund and how we can spend some of that money. Mr. Urey said that fund was set up specifically for money coming in from tapping into the sewer system and that the money can only be spent on items that increase capacity to the system. Mr. Hanley said they have been looking for projects that match the criteria and have been unable to find any at this time. Motion carried. 4. ENGINEER’S REPORT Motion by Ms. Auchter, seconded by Ms. Leonard, to accept the January Engineer’s report. Motion carried. Report is on file. Mr. Hanley summarized the report. a) Mr. Hanley hopes to have a quote within the next day to fix the broken pipe bracket in the sludge conditioning well. Page 1 of 3 Greenville Sanitary Authority 1-10-13 b) The flow meter, bypass gate, and valve replacement project is almost complete. There is one part that we are still waiting for to finish out the bypass gate portion of the project. The chart recorder for the flow meter portion of the project malfunctioned after 2-3 weeks and is still under warranty so it was sent back for repair. Mr. Hanley has requested that the GSA authorize payment to the contractor in the amount of $ 31,080.16. There is about $3,000 left to pay out in the project and that should be enough of a retainer to get the project closed out. Motion by Ms. Tonks, seconded by Ms. Leonard, to pay Jack Construction $31,080.16 for application #’s 2 and 3. Motion carried. c) Mr. Hanley stated that L & L Boiler is not responsive on the heat exchanger project. Mr. Hanley requested quotes from two additional firms for the installation of the boiler. Mr. Jamison noted that the boiler actually quit working again today. Mr. Hanley suggested authorizing an emergency repair to the boiler and that if the 2 requested quotes come in at not more than 20% of the original quote than to award the contract. Motion by Ms. Leonard, seconded by Ms. Auchter, to accept the lowest bidder for the heat exchanger project even if there was a 15-20% cost increase to the project. Motion carried. 5. WASTE WATER TREATMENT PLANT REPORT Motion by Ms. Tonks, seconded by Ms. Leonard, to accept the January waste water treatment plant reports. Motion carried. 6. UNFINISHED BUSINESS A. Motion by Ms. Tonks, seconded by Ms. Auchter, to disapprove the request as presented for the sewer tap at 163 West Main Street in West Salem Township. Mr. Urey said that we still have no received the information we requested from West Salem Township. He also said that we are getting conflicting stories on what they are going to be doing. Mr. Urey said the Borough doesn’t allow tap-ins where 2 property owners share a common service lateral and we are not responsible for the proposed grinder pump. Mr. Jamison said that the grinder pump at the neighbors property id fine now, but if we go ahead and allow the proposed tap-in there could be a problem if one of the grinder pumps fail. This will allow the neighbors grinder pump to potentially back flow into the property and cause a lot of problems. Ms. Tonks said she doesn’t agree with letting the tap-in with the information presented. Ms. Auchter said to write them a letter with very specific specifications and repercussions. Mr. Hanley asked if we have copied the owner in on the correspondence so far. Mr. Urey said that we have not done so but thought that it would be a good idea to. Motion carried. B. Motion by Ms. Tonks, seconded by Ms. Auchter, to have KLH Engineers work on the proposal for the Act 537 Plan in regards to the proposed sewer plant project. Mr. Hanley said that mechanical equipment, concrete, pumps, pipes, etc. are all getting old. Ms. Leonard suggested working on a comprehensive plan that includes the proposed sewer plant project and the capital improvement 5 year plan. Mr. Urey said that some things that are on the capital improvement plan would be taken care of with the proposed sewer plant project. Ms. Auchter said the capital plan needs to be amended. Mr. Hanley said the proposed sewer plant project could cost around $12 million and that we could get a Penn Vest loan at 1%. Ms. Leonard asked if the board should meet with Council to discuss the project. Mr. Urey suggested that they do. Mr. Hanley said that the Act 537 plan would need to be adopted by the Borough of Greenville, Hempfield Township, and West Salem Township. Mr. Hanley said that once we apply for the Penn Vest loan they automatically start going after grant money. He also said that we are at a better Page 2 of 3 Greenville Sanitary Authority 1-10-13 advantage because we are in Act 47, a multiple municipality, a Borough, and have a corrective action plan. Motion carried. 7. NEW BUSINESS A. Motion by Ms. Leonard, seconded by Ms. Auchter, to deny Virginia Alexander’s request for having her water/sewage bill decreased. Ms. Tonks asked if she had used the water. Mr. Urey said there were no leaks and that the meter had been replaced. Ms. Tonks said that if she used the water then she needs to pay for it. Mr. Urey said that the Water Authority already told her that they wouldn’t decrease their portion of the bill. Ms. Leonard said that if she wants to appeal our decision then we will need more information. Motion carried. 8. AUTHORITY MEMBER’S COMMENTS Ms. Leonard asked to get copies of everything that gets e-mailed out the night of the meeting along with still getting the e-mails. Ms. Tonks asked why we weren’t doing reorganization at this meeting. Mr. Urey said that he thought it was done in June. He is going to do some research on it and it is tabled until next meeting. 9. BOROUGH MANAGER COMMENTS Mr. Urey had no comments. 10. SOLICITOR’S COMMENTS Mr. Wallace had no comments. 11. NEXT MEETING The next meeting of Greenville Sanitary Authority is Thursday, February 14, 2013 at 6:00p in Council Chambers. 12. ADJOURNMENT Motion by Ms. Leonard, to adjourn at 7:01p. Motion carried. Respectfully submitted, Roberta Leonard Roberta Leonard GSA Secretary Page 3 of 3