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2015+prior Water Auth

Archive BOS Minutes

Archiv Authorites Minutes

    

Chairman Fred Wissler called the August 13, 2015 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, and Tony Gay.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 Tony made a motion to approve the July 9, 2015 minutes. Gene seconded the motion and all voted yes.

 The Authority reviewed Eastern New Holland Partners, 121 N Shirk Road, ninety (90) days of daily meter readings. The readings were not within their purchased capacity. There was a total of twelve (12) days over their capacity. Fred directed Kelly to research how many days Eastern New Holland Partners has been over their capacity since they started taking daily meter readings in October 2014 and report the findings at the next meeting. Eastern New Holland Partners is to continue taking readings until October 2015.

 Kelly reported the Authority received a request from Dewberry Engineers Inc. to confirm the locations of the Western Heights Water Authority facilities on a provided Utility Verification Plan. The Plan is for a PennDOT Project to begin in January 2016 that will widen the shoulders and resurface the existing pavement on PA 23 between Groffdale Road and Shirk Road. Doug and Jerry have completed the markings on the Utility Verification Plans and they have been provided to Dewberry Engineers, Inc.

 Hershey Surveying Inc., requested the Authority to review the offer of a 10’ Easement at 110 Water Street along the southern portions of Lot 1 and Lot 2. 110 Water Street is being subdivided and the Easement is being offered in response to the Township’s Engineer determining there is currently no Easement in place. The Authority has no objections with the proposed Easement. The Authority discussed completing the Easement with the remaining properties. This would require having properties surveyed and voluntary agreement from the homeowners of the properties being affected. This would come at the expense of the Authority. The Authority decided when the lines are being upgraded or replaced would be the time to implement an Easement.

 Jerry reported on an inoperative water valve on Quality Circle as well as a broken water valve box cover in Lot 1 in the PRIL development. Jerry will contact Peters Road Industrial Lots to see that these items are repaired.

 Bill reported he researched the water shut-off of delinquent accounts. He explained the Water Service Act, which allows the Authority to disconnect the water after a request from the Sewer Authority is made due to the sewer account being delinquent. The homeowner must be delinquent for thirty (30) days then a ten (10) day notice must be provided giving the resident notice of the shut-off either by mail or posting on the property. If a rental property is delinquent extra notice to tenants must be provided. Fred made a motion for Bill to prepare a draft of a Resolution to create a policy implementing the Water Service Act after sixty (60) days of delinquency on an account. Gene seconded the motion and all voted yes.

 The delinquent accounts were reviewed in the amount of $6,861.56.

 The receipts for July were reviewed in the amount of $3,516.81.

 Gene made a motion to approve the disbursements of checks #3666 - 3675 in the amount of the $3,516.81. Tony seconded the motion and all voted yes.

 Meeting adjourned at 6:35 p.m.

 Respectfully submitted,

Kelly J Quinn, Appointed Secretary/Treasurer


Chairman Fred Wissler called the July 9, 2015 meeting of the Western Heights Water Authority to order at 6:05 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay. Also present were Doug Snader (Operator), Gary Martin (Engineer) and Bill Cassidy (Solicitor).

 Jim made a motion to approve the June 11, 2015 minutes. Tony seconded the motion and all voted yes.

 Tony made a motion to approve the Reimbursement of Professional Services Agreement. Jim seconded the motion and all voted yes.

 Doug reported that on July 1st, 2015 there was a power outage that required the generator to automatically turn on at the well house. The generator ran for three (3) to four (4) hours with no issues. There was no loss in water pressure and no boil water advisory was required.

 Gene reported that he went to the New Holland Borough and inquired about their policy and procedure on delinquent accounts. Gene reported that New Holland Borough’s policy is to shut off the water service after thirty (30) days that the customer is delinquent, plus a ten (10) day letter giving notice of the intended shut off is sent. The Authority directed Solicitor Cassidy to research the powers of the Authority under the Municipal Authorities Act regarding shutting off water service to delinquent customers and report the findings. The Authority may potentially revise their procedure on collection of delinquent accounts.

 The Authority discussed purchasing an additional booster pump for the well house. There are currently two (2) working pumps. The Authority is looking to add a third booster pump to increase reliability and aid in increased pressure demands on the system. Adding a third pump would allow isolation of one pump for maintenance and repairs while continuing to run two (2) pumps at all times. The cost range is unknown. The Authority moved to allow Doug and Jerry to begin pricing the cost involved with purchasing a variable speed drive booster pump.

 Solicitor Cassidy reported on the Peters Road Industrial Lots (PRIL), 189 Peters Road project. The original written acknowledgement from Stalter Properties, 830 West Main Street, that states the restoration of the area disturbed by the PRIL construction is satisfactory and the Authority will have no future responsibility of the disturbed area was supplied by Solicitor Cassidy. The document has been signed and received by the Authority. The Deed of Dedication/Bill of Sale and Maintenance Agreement has been signed by Dajos Properties, LLC and RSRRDE Properties, LLC (Developers).

 Gene made a motion to accept the Deed of Dedication and Bill of Sale, which is granting ownership from the developers of the water conveyance facilities (water mains, laterals, valves and appurtenances) located along Peters Road and located in the Peters Road Industrial Park as outlined in the Recorded Plan to the Authority. Jim seconded the motion and all voted yes.

 Jim made a motion to accept the Peters Road Industrial Lots Maintenance Agreement. Gene seconded the motion and all voted yes.

 Tony made a motion to approve and sign The Western Heights Water Authority RESOLUTION NUMBER 2015-02 approving and accepting a Deed of Dedication and Bill of Sale from Dajos Properties, LLC and RSRRDE Properties, LLC. Gene seconded the motion and all voted yes.

 The delinquent accounts were reviewed in the amount of $2,115.05.

 The receipts for June were reviewed in the amount of $21,811.67.

 Gene made a motion to approve the disbursements of checks #3653 - 3665 in the amount of the $7,506.12. Jim seconded the motion and all voted yes.

 Meeting adjourned at 6:40 p.m.

 Respectfully submitted,

Kelly J Quinn, Appointed Secretary/Treasurer

 

Chairman Fred Wissler called the June 11, 2015 meeting of the Western Heights Water Authority to order at 6:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger, and Tony Gay. Also present were Doug Snader (Operator), Gary Martin (Engineer), Bill Cassidy (Solicitor), and Brenda Becker.

Jim made a motion to approve the May 14, 2015 minutes. Tony seconded the motion and all voted yes.

Kelly reported that the property owner of 712 School Lane called to discuss their delinquent account.  A payment was promised by the end of May. No payment has been made. The Authority discussed possible additional options of the next action that could be taken. There is currently one (1) lien against the property. Gene made a motion to have Solicitor Cassidy proceed with filing a second lien if the current new delinquency is over five hundred dollars ($500.00) and not already included in the first lien. Jim seconded the motion and all voted yes, Glenn opposed. The motion carried.

Tony made a motion to sign the Employee Leasing Agreement that was presented from Earl Township. The agreement states Western Heights Water Authority will reimburse Earl Township for thirteen percent (13%) of Kelly Quinn’s salary and fringe benefits for secretarial/treasurer duties. Jim seconded the motion and all voted yes.

Brandywine Advisors LLC provided an insurance proposal. The proposal has different deductibles and coverage limits than what is covered through the current insurance plan with Selective Insurance. The Authority concluded that they are not interested in switching insurance providers at this time.

Solicitor Cassidy reported that the Peters Road Industrial Lots (PRIL), 189 Peters Road, Deed of Dedication/Bill of Sale, Resolution, Utility Easement and Maintenance Agreement has a minor change needed. The Authority still requires an original written acknowledgement from Stalter Properties, 830 West Main Street, that states the restoration of the area disturbed by the Peters Road Industrial Lots construction is satisfactory and the Authority will have no future responsibility of the disturbed area. The Authority also requires a written request for the reduction Letter Of Credit including the amount of the reduction request. Solicitor Cassidy hopes to have the final dedication documents presented at the next meeting for finalization.

Fred directed Doug to verify that David Beiler, 147 Voganville Road, is mowing the Wellhead Protection area inside of the fence. Tony and Fred volunteered to weed whack the fence line.

The delinquent accounts were reviewed in the amount of $2,506.34

The receipts for May were reviewed in the amount of $1,251.32.

Jim made a motion to approve the disbursements of checks #3642 – 3652 in the amount of the $7,349.08.  Gene seconded the motion and all voted yes.

Meeting adjourned at 6:35 p.m.

Respectfully submitted,

Kelly J Quinn, Appointed Secretary/Treasurer

 Chairman Fred Wissler called the May 14, 2015 meeting of the Western Heights Water Authority to order at 6:00 p.m. Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger and Tony Gay. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Glenn made a motion to approve the April 9, 2015 minutes with the following correction: the sixth (6th) paragraph, second (2nd) sentence should read as follows: Jerry reported that The Authority will start mowing it. Gene seconded the motion and all voted yes.

The Authority reviewed Eastern New Holland Partners, 121 N Shirk Road, ninety (90) days of daily meter readings, and Eastern New Holland Partners went over their EDU’s ten (10) days. The Authority will continue to monitor the flows for the next six (6) months. Eastern New Holland Partners is to be notifying the Authority and noting on the daily logs the days they are performing sprinkler system testing and topping off the fire flow tank so that the results may be recorded to explain overages.

Brandywine Advisors LLC provided an insurance proposal. Kelly was directed to supply the Authority members with a copy the existing insurance policy, so the Authority may compare the policies. The proposed insurance had different deductibles and coverage limits from the current insurance plan.

Glenn made a motion to appoint Kelly Quinn as The Appointed Secretary/Treasurer. Gene seconded the motion and all voted yes.

Gene made a motion to add Kelly as a check signer on all the bank accounts. Glen seconded the motion and all voted yes.

Glenn made a motion to remove Joy as a check signer on all the bank accounts. Gene seconded the motion and all voted yet.

Gene made a motion to obtain Treasurer bonding on Kelly Quinn. Glenn seconded and all voted yes.

The Authority reviewed three (3) weeks of tasks documenting the time Joy spent on working for Western Heights Water Authority, the Earl Township Sewer Authority and Earl Township respectively. The Authority also reviewed the updated Employee Leasing Agreement for Kelly. The Authority tabled action on the Employee Leasing Agreement.

The Authority discussed the status of Well #1 & Well #3. Joy reported that the Pennsylvania Department of Environmental Protection (PA DEP) considered both wells as abandoned. The wells are disconnected and would need to be reconnected and tested in order to place them in service. Gary confirmed his recollection that the wells were never reported to PA DEP as abandoned. The Authority does not intend to use the wells in the future.

Jerry reported that Tony, Doug and Jerry met with Ryan McGovern from the PA DEP regarding the Well #5 Zone DEP Violations on David Beiler’s property at147 Voganville Road. PA DEP is satisfied with a temporary fence being installed so David Beiler is able to have access to maintain the grass. Doug and Jerry will do onsite inspections to ensure no animals are grazing in the One Hundred foot (100’) Wellhead protection radius. The Operators are to report to DEP if there is evidence of animals being in the protected area.

Jerry reported that the NRB-MFH Holdings property located at 191 Quality Circle has been connected to the public water system. NRB-MFH will be billed for their water usage. NRB-MFH shall start taking ninety (90) days of daily meter readings. This location is now an additional sampling location and testing point. Total Coliform will be tested once every four (4) months. Haloacetic Acid (5) and Trihalomethanes will be sampled and tested this year. The Authority is required to test for this once every three (3) years.

Jerry reported there was a water leak at 110 Water Street, Proposed Lot 2. The water line was hit during the perk and probe testing. A valve ox was installed and the line will now be used as a lateral.

Solicitor Cassidy reported that the attorney for Peters Road Industrial Lots (PRIL), 189 Peters Road, submitted a draft Deed of Dedication/Bill of Sale, Resolution, Easement and Maintenance Agreement to Solicitor Cassidy. Revisions to the documents were suggested to Bryan Byler, Attorney for PRIL, and they have been incorporated into the documents. Attorney Byler stated that he would get the documents signed and have them delivered to the Authority. The Authority requires an original written acknowledgement from Stalter Properties, 830 West Main Street, that the restoration of the area disturbed by the Peters Road Industrial Lots construction is satisfactory and the Authority will have no future responsibility of the disturbed area.

 The delinquent accounts were reviewed in the amount of $4,244.47

 Tthe receipts for April were reviewed in the amount of $21,803.62.

Gene made a motion to approve the disbursements of checks #3631 - 3641 in the amount of the $9,853.08.  Jim seconded the motion and all voted yes.

Meeting adjourned at 6:30 p.m.

Respectfully submitted,

Kelly J Quinn, Appointed Secretary/Treasurer

 

Chairman Fred Wissler called the April 9, 2015 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Glenn Dissinger.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 Jim made a motion to approve the March 12, 2015 minutes.  Gene seconded the motion and all voted yes.

 Gene made a motion to sign up for the free 2015 membership with Pennsylvania Municipal Authorities Association.  Glenn seconded the motion and all voted yes.

 Gene made a motion to accept the 2014 Audit from Weinhold, Nickel, and Company.  Glenn seconded the motion and all voted yes.

Fred reported that he met with the property owner of 712 School Lane to discuss their delinquent account.  A payment of One Hundred Forty-Four Dollars ($144.00) was promised by the end of April.

 Jerry reported that the property owners that live on either side of property owned by the Authority, 715 School Lane, are unable to mow the lawn like they did in the past.  Jerry reported that they The Authority will start mowing it.  There is currently a water line that runs through the property.  There is a well and there used to be booster pumps on the property, but the well is decommissioned and the pumps were removed.  The Authority concluded to offer the land to the future buyer of either property beside the land for free as long as the Authority retain the twenty (20) foot Easement.

 Fred reported he spoke with David Beiler, 147 Voganville Road, regarding the requirement to stop allowing his animals to pasture on the land within the one hundred foot (100’) Wellhead Protection radius around Well #5, per the Permanent Easement Agreement with Zone 1 Wellhead Protection Area Covenant.  Mr. Beiler explained that he never fully understood he had to keep the fence up all the time.  He is willing to abide with a two (2) tiered electric fence and discontinue pasturing the land.  A letter was issued to the Pennsylvania of Department of Environmental Protection (PA DEP) stating compliance will be entered to the violations they found.  A response was not provided by PA DEP so Jerry will follow up with them.  The Authority will proceed with quotes on the two (2) tiered electric fence once they hear from PA DEP.

 Bryan Byler, Byler, Goodley, and Winkle, was present to discuss the status of dedicating the Peters Road Industrial Lots (PRIL), 189 Peters Road, water mains and appurtenances to the Authority.  Solicitor Byler explained that he provided the dedication documents to Solicitor Cassidy recently.  Solicitor Cassidy confirmed he has the documents and they will need to be slightly altered.  Gary explained that a request for the Letter of Credit reduction will need to be provided to the Authority.  Donald Engle, NRB-MFH Holdings Inc., 191 Quality Circle, was present and requested that the Authority consider allowing him to connect to the public water system before the May meeting.  He explained he has fifty (50) employees that will not have a place to work as of April 30, 2015 at the Ephrata location, if the New Holland location is not open.  Gene made a motion to approve the water mains and appurtenances Deed of Dedication contingent upon the following conditions:

  • The Authority’s Professional Consultants approve the Deed of Dedication and Bill of Sale, including all exhibits;

  • Written acknowledgement from Stalter Properties, 830 West Main Street, that the restoration and/or condition of the area disturbed by PRIL construction is satisfactory and that the Authority has no further responsibility for the restoration of the disturbed area;

  • Execution of the above documents;

    and partial release of the Letter of Credit when:

  • A written request for the reduction is received including the amount of the reduction request;

  • Approval of the Record Plans (which includes the receipt of the final Record Plans as required by the Authority).

    Jim seconded the motion and all voted yes.

    Jerry reported the NRB-MFH Holdings Inc. installed the water line up to the buildings.  The hydrostatic testing will be completed in the near future.

    The delinquent accounts were reviewed in the amount of $1,834.79

    The receipts for March were reviewed in the amount of $423.15.

     Jim made a motion to approve the disbursements of checks #3622 - 3630 in the amount of the $4,297.12.  Gene 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 12, 2015 meeting of the Western Heights Water Authority to order at 6:01 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay.  Also present were Doug Snader (Operator), Gary Martin (Engineer), and Robert Hallinger (Solicitor).

 Tony made a motion to approve the February 12, 2015 minutes.  Gene seconded the motion and all voted yes.

 The Authority reviewed the ninety (90) days of daily meter readings that were completed by RSRRDE Properties LLC, 233 Quality Circle.  The readings were within their purchased capacity.

 The Authority reviewed the capacity request for one (1) EDU of water capacity from Hershey Surveying Professional Land Surveyors for the proposed subdivision at 110 Water Street, owned by Edwin Zeiset.  Gene made a motion to approve the request for one (1) EDU of water capacity for the proposed Lot 2, 110 Water Street.  Tony seconded the motion and all voted yes.

 The Pennsylvania Department of Environmental Protection (PA DEP) submitted a letter dated February 26, 2015 regarding Zone 1 Wellhead Protection Area Violations.  It was evident during an inspection that the Wellhead Protection Area for Well #5, which is located on farmland, is used as a pasture at times.  A Permanent Easement Agreement with Zone 1 Wellhead Protection Area Covenant was signed into effect on February 14, 2001.  The Agreement between the Authority and landowners Dave L. and Amanda F. Beiler defines, under item 9, the Zone 1 Protection Area as having a radius of one hundred feet (100) from the wellhead.  PA DEP expects both parties to uphold the terms and conditions of the Agreement.  PA DEP is requiring a permanent corrective action to be taken to correct the situation.  Doug reported that there is currently a one (1) wire electric fence that encompasses the Wellhead Protection Area but Mr. Beiler takes the fence down at times to allow his animals to pasture on the land.  The Authority decided to have a new two (2) tiered electric fence installed.  Doug reported that when they met with Mr. Beiler, he said he never understood that he is not able to pasture on the land within the Wellhead Protection Area and if he is not able to do so, the Authority will need to purchase the land.  The Authority is not interested in paying Mr. Beiler any more money than they already gave him previously, Fifteen Thousand Dollars ($15,000.00).  The Authority drilled Mr. Beiler a well in addition to the payment and the Authority is paying the electric for the well drilled for Mr. Beiler.  Fred volunteered to meet with Mr. Beiler and remind him of his responsibilities according to the Agreement, no pasturing on the land within the Zone 1 Wellhead Protection Area.  The Authority directed Joy to issue a letter to PA DEP explaining the Authority’s plans once Fred met with Mr. Beiler.  Item eight (8) in the Agreement states the Authority is responsible to maintain the land within Zone 1.

 Jim made a motion to approve and sign Resolution No. 2015-01, amending the fee schedule.  Gene seconded the motion and all voted yes.

 The Authority reviewed the notice from PPL Electric Utilities regarding the electric choice option to prevent disclosure of account information to other companies.  The Authority directed Joy to do nothing at this time.

 Jim made a motion to approve the amended policy for billing of additional capacity – new tenants or change of use.  The policy is as follows: When a property is leased to a new tenant that will require additional capacity, that capacity shall be billable as of the commencement/activation of the new lease.  If a property owner or tenant changes/alters their use which would require additional capacity, that capacity shall be billed upon the purchase of additional capacity to guarantee the capacity or upon the commencement/activation of the new or altered use (potentially retroactive).  Tony seconded the motion and all voted yes.

 Doug reported that they picked up the Wellhead Protection Public Water Supply Area signs.  He explained that Lee Zimmerman, Road Master, will install them in a couple of months.

 Gary reported that the Water Construction Specifications will for the most part mirror the Sewer Construction Specifications and suggested the specifications be combined with the Sewer Authority’s.  The Authority agreed that they can be combined.  Joy inquired that when a developer stops in to purchase the Sewer Construction Specifications, she deposits the money into the project that the developer is proposing to do work in.  She inquired whether she should continue to do this now the Water Construction Specifications are included.  The discussion was tabled.

 Joy reported that she left two (2) voice messages regarding the delinquent account for the property owner located at 712 School Lane.  Her calls were not returned.  Fred volunteered to visit the property owner to discuss their delinquent account.

 The delinquent accounts were reviewed in the amount of $2,395.82.

 The receipts for February were reviewed in the amount of $1,145.33.

 Gene made a motion to approve the disbursements of checks #3611 - 3621 in the amount of the $5,349.26.  Jim 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 February 12, 2015 meeting of the Western Heights Water Authority to order at 6:01 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Tony Gay, and Glenn Dissinger.  Also present were Doug Snader (Operator) and Gary Martin (Engineer).

 Jim made a motion to approve the January 8, 2015 minutes with the following correction: the eleventh (11th) paragraph, first (1st) sentence which should read as follows: Authority reviewed and discussed the Agreement for Reimbursement of Professional Services.  Gene seconded the motion and all voted yes except Tony and Glenn.  They abstained due to not being present at the meeting.

The Authority reviewed the readings from Eastern New Holland Partners, EchoData (tenant), 121 North Shirk Road.  Three (3) out of twelve (12) months of readings were provided showing that they were over their purchased capacity on numerous days.  The Authority directed Joy to contact them and make them aware that they shall note anytime a sprinkler test is completed and that they should note anything out of the ordinary on the tracking sheet.

Tony made a motion to approve and sign the Developer’s Agreement with NRB-MFH Holdings Inc., 191 Quality Circle.  Jim seconded the motion and all voted yes.

Doug reported that NRB-MFH Holdings Inc. is starting to work on their project but have not installed the water line.

Doug reported that the Pennsylvania of Department of Environmental Protection (PA DEP) inspected the water system and the Authority passed the inspection.  This was an item on a punch list from three (3) years ago and everything is now completed.

The Authority reviewed the letter dated January 30, 2015 from PA DEP regarding the Professional Engineering Services Program.  The Authority is not interested at this time.

Fred reported that there is a Township Administrative Assistant/Appointed Assistant Secretary/Treasurer opening.  The Authority requested that they be a part of the determination of the position details and hiring process.  Fred explained that he will contact Supervisor Rick Kochel to discuss things.  Joy explained that she will relay the information to Brenda Becker, Township Secretary/Treasurer, as well.

The Authority directed Joy to contact the property owner of 712 School Lane regarding payment on their delinquent account.

The delinquent accounts were reviewed in the amount of $2,953.20.

 The receipts for January were reviewed in the amount of $16,359.62.

Jim made a motion to approve the disbursements of checks #3600 - 3610 in the amount of the $5,996.57.  Gene seconded the motion and all voted yes.

Meeting adjourned at 6:33 p.m.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Solicitor Cassidy called the January 8, 2015 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, and Jim Leonard Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Solicitor Cassidy asked for nominations for the following officers:                                           

Chairman:  Gene nominated Fred Wissler, Jim seconded and all voted yes.

Vice-Chairman:  Fred nominated Eugene Neidermyer, Jim seconded and all voted yes.

Secretary:  Fred nominated James Leonard, Gene seconded and all voted yes.

Treasurer:  Jim nominated Glenn Dissinger, Gene seconded and all voted yes.

Assistant Treasurer:  Fred nominated Tony Gay, Jim seconded and all voted yes.

Appointed Secretary/Treasurer:  Fred nominated Joy Oberholtzer, Gene seconded and all voted yes.

Appointed Assistant Secretary/Treasurer:  Jim nominated Brenda Becker, Fred seconded and all voted yes.

Solicitor:  Gene made a motion to appoint Solicitor William Cassidy of Appel & Yost, Fred seconded and all voted yes.

Engineer:  Fred made a motion to appoint Gary Martin of Becker Engineering LLC, Jim seconded and all voted yes.

AuditorJim made a motion to appoint Linda Fox of Weinhold, Nickel & Co., Gene seconded and all voted yes.

Depositories:  Jim made a motion to approve Ephrata National Bank, Susquehanna Bank, PNC Bank, Coatesville Savings Bank and PLGIT, Gene seconded and all voted yes.

Jim made a motion to approve the mileage reimbursement rate of Fifty-Seven and one-half Cents ($0.575) per mile for personal vehicle usage.  Fred seconded the motion and all voted yes.

Fred made a motion to approve the current IRS established rate per daily round trip for commuting, with company vehicle which shall be included on the employee’s Form W-2 as taxable wages at the end of the calendar year.  Jim seconded the motion and all voted yes.

Solicitor Cassidy then turned the meeting over to Chairman Fred Wissler for the regularly scheduled monthly meeting at 6:12 pm.

Jim made a motion to approve the December 11, 2014 minutes.  Gene seconded the motion and all voted yes.

NRB-MFH Holdings, 191 Quality Circle, originally planned lateral connection has become more detailed.  It is not just a simple connection to the existing water main.  The connection will include a meter pit, easement verification, shop drawings, etc.  The Authority directed Joy to mail a Developer’s Agreement to them to be signed and executed.  The escrow account shall be opened in the amount of Two Thousand Dollars ($2,000.00).

The Authority reviewed and discussed the Employee Leasing Agreement for the office staff.  Joy explained that the expenses will be doubling compared to what the Authority is currently expending for the office staff.  The expenses will continue to be divided between the ETSA, Township, and Authority.  Joy recommended the expense allocation be based on the time spent on each entity (75% Sewer, 15% Township, and 10% Water).  The Authority tabled the discussion until they can review the document.

Jim made a motion to approve the updated Policy and Procedure Manual as presented.  Gene seconded the motion and all voted yes.

Authority reviewed and discussed the Agreement for Reimbursement of Professional Services.  After some discussion, the Authority directed Solicitor Cassidy to alter the wording to state that the Requester will pay the following, currently approved hourly rate, including the rates, for engineering and/or professional services. 

Gene made a motion to approve amending the Tapping Fee rate to Four Thousand Eight Hundred Seventy Dollars ($4,870.00) per EDU, effective today.  Fred seconded the motion and all voted yes.

Jerry reported that the insertion valve on School Lane was completed at the beginning of December.

Fred made a motion to amend the Policy and Procedure Manual to include the updated Tapping Fee.  Gene seconded the motion and all voted yes.

The delinquent accounts were reviewed in the amount of $1,546.05.

The receipts for December were reviewed in the amount of $112.39.

Gene made a motion to approve the disbursements of checks #3585 - 3599 in the amount of the $13,297.30.  Jim seconded the motion and all voted yes.

Meeting adjourned at 6:40 p.m.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the December 11, 2014 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Glenn Dissinger.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer) and Bill Cassidy (Solicitor).

 Jim made a motion to approve the November 13, 2014 minutes with the following corrections.  The sixth (6th) paragraph should read Gannett Fleming Inc. (GF) has not provided the Authority’s (their) documents by the November 10, 2014 deadline as requested.  The seventh (7th) paragraph, fifth (5th) sentence starting with: Jim made a motion will begin a new paragraph.  Gene seconded the motion, Glenn abstained due to not being present, the motion carried.

 QCCI Properties LP, 191 Quality Circle, submitted a request to relinquish reserving two (2) EDUs, due to the property being sold and developed by NRB-MFH Holdings.  Gene made a motion to approve relinquishing QCCI Properties LP’s reserved two (2) EDUs, which will be effective December 1, 2014.  Fred seconded the motion and all voted yes.

 Fred made a motion to approve Laboratory, Analytical and Biological Services Inc. 2015 rate schedule.  Gene seconded the motion and all voted yes.

 Jim made a motion to increase the quarterly user rates. The base rate will be Forty Dollars ($40.00) for the first four thousand (4,000) gallons and Thirteen Dollars ($13.00) for each additional one thousand (1,000) gallons.  Glenn seconded the motion and all voted yes.  The Authority directed Joy to issue a letter to all customers regarding the user rate increase.

 Glenn made a motion to increase the quarterly commercial bulk rate to Fifty Dollars and Ninety-Six Cents ($50.96) for the first seven thousand (7,000) gallons, Six Dollars and Forty-One Cents ($6.41) for each additional one thousand (1,000) gallons from 7,001 to 50,000 gallons, and Five Dollars and Thirteen Cents ($5.13) for each one thousand (1,000) gallons for 50,001 and above.  Jim seconded the motion and all voted yes. 

 Fred made a motion to make the increased quarterly user rate and commercial bulk rate effective January 1, 2015.  Glenn seconded the motion and all voted yes.

 Gene made a motion to approve the 2015 Budget.  Jim seconded the motion and all voted yes.

 Gene made a motion to approve resolution No. 2014-02, AMENDING THE fee schedule.  Jim seconded the motion and all voted yes.

 The Authority discussed the Agreement for miscellaneous professional services.  The Authority directed Solicitor Cassidy to review the Agreement, revise it to include more detail and to present an updated Agreement at the January meeting.

Glenn made a motion to approve the following 2015 meeting dates: January 8, February 12, March 12, April 9, May 14, June 11, July 9, August 13, September 10, October 8, November 12, and December 10.  Jim seconded the motion and all voted yes.

 Joy inquired whether the Authority is interested in having an Employee Leasing Agreement for office staff.  It is anticipated that the costs to the Authority would increase with such an Agreement.  The Authority is interested in an Agreement being executed but directed her to compute her time between entities and report to them.

 The delinquent accounts were reviewed in the amount of $1,898.66.

 The receipts for November were reviewed in the amount of $10,877.87.

 Jim made a motion to approve the disbursements of checks #3577 - 3584 in the amount of the $5,136.91.  Glenn seconded the motion and all voted yes.

 Meeting adjourned at 6:41 p.m.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the November 13, 2014 meeting of the Western Heights Water Authority to order at 6:04 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay.  Also present were Doug Snader (Operator), Gary Martin (Engineer) and Bill Cassidy (Solicitor).

 

Jim made a motion to approve the October 9, 2014 minutes.  Gene seconded the motion, Tony abstained due to not being present, the motion carried.

 

The Authority reviewed the capacity request of two (2) EDU’s from NRB-MFH Holdings Inc., 191 Quality Circle.  The October 31, 2014 request explained that they will have fifty (50) employees.  According to the Sewer Use Ordinance, fifty (50) employees is equivalent to five (5) EDUs until ninety (90) days of daily meter readings are completed.  Fred made a motion to approve five (5) EDUs, but only two (2) EDUs shall be billed.    Jim seconded the motion and all voted yes.  The Authority directed Joy to issue the standard capacity letter stating the above approval and to include that once the ninety (90) days of daily meter readings are reviewed, additional capacity may need to be purchased.

 

Jerry spoke with the Lancaster County Conservation District (LCCD) and they assured him that the individual farming Aaron Beiler’s property, 915 West Main Street, has agreed to stay one hundred (100) feet away from Well 4.  The farmer was not aware that a well was in the area.  The LCCD said to take pictures if manure is spread within one hundred (100) feet of the well.  The LCCD will need the pictures to deal with the farmer.

 

Doug provided three (3) options to the Authority for the valve installation on School Lane.

  • Option #1: W.D. Fox Tapping will install the insert valve, in the amount of Seven Thousand Eight Hundred Sixty-Eight Dollars ($7,868.00). 

  • Option #2: Blue Water Tapping will install the insert valve, in the amount of Five Thousand Five Hundred Fifty Dollars ($5,550.00). 

  • Option #3: The operators will install the valve and the water will need to be shutdown, causing a boil water advisory for a minimum of three (3) days.  Blue Water will install a wet tap for the by-pass.   This option will cost Three Thousand Three Hundred Twenty Dollars ($3,320.00). 

    Jim made a motion to approve Option #2, in the amount of Five Thousand Five Hundred Fifty Dollars ($5,550.00).  Tony seconded the motion and all voted yes.  The Authority directed the operators to start the work as soon as possible.

     

    Gannett Fleming Inc. (GF) has not provided the Authority’s documents by November 10, 2014 deadline as requested.  David Weiss, GF, stated he will make copies of the documents they wish to retain and deliver all documents to the Township Office at no cost.

     

    The Authority reviewed and discussed the 2015 draft budget.  Gary reported that the booster pumps will need to be replaced at some point.  He will need to talk to Pennsylvania Department of Environmental Protection to find out find out the flow limitations imposed by the current permit before new booster pump specifications can be formulated.  The Authority wants to set aside Five Thousand Dollars ($5,000.00) to replace the booster pumps in the future. 

     

    Jim made a motion to approve recommending a wage adjustment of one point seven percent (1.7%), based on the 2015 Cost-of-Living Adjustment, to the Board of Supervisors.  Gene seconded the motion and all voted yes.  The Authority directed Joy and Gary to review the budget and calculate a rate increase due to the budget currently having a negative bottom line.

     

    Gene made a motion to approve the Agreement for miscellaneous professional services with a change allowing customers thirty (30) days to provide payment.  Jim seconded the motion and all voted yes.

     

    Fred suggested that the Authority start thinking about looking for another well site.

     

    The delinquent accounts were reviewed in the amount of $2,177.04.

     

    The receipts for October were reviewed in the amount of $856.86.

     

    Jim made a motion to approve the disbursements of checks #3563 - 3576 in the amount of the $4,972.52.  Tony seconded the motion and all voted yes.

     

    Meeting adjourned at 7:02 p.m.

     

    Respectfully submitted,

    Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the October 9, 2014 meeting of the Western Heights Water Authority to order at 6:02 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Glenn Dissinger.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer) and Bill Cassidy (Solicitor).

 

Glenn made a motion to approve the September 11, 2014 minutes.  Gene seconded the motion and all voted yes.

 

Joy reported that Eastern New Holland Partners LP, 121 North Shirk Road, called and explained they will submit a year’s worth of daily meter readings, per the Authority’s directive.  The Authority directed Joy to report the readings quarterly. 

 

Joy reported that she received a phone call from the Lancaster County Conservation District (LCCD) that a resident submitted a complaint against manure spreading on Aaron Beiler’s property, 915 West Main Street.  Jerry confirmed that the manure spreading is occurring within one hundred (100) feet of Well #4 and he spoke with Mr. Beiler about it.  Mr. Beiler said he has no plans to change the farming practice.  Jerry explained that neighbors near Well #4 are spreading lawn care products on their lawns which are also within one hundred (100) feet of Well #4.  Jerry reported that he found letters from the Department of Environmental Protection (PA DEP) encouraging the Authority to regulate one hundred (100) feet around the wells and asked how the Authority was going to do that.  He didn’t find any correspondence from the Authority answering their question.  Joy said that the LCCD explained that their regulation is that there shall be no pollutants used within one hundred (100) feet of a well.  LCCD was going to issue a letter to Mr. Beiler about the regulation.  The Authority directed Jerry to follow up with the LCCD to find out what evolved.

 

Joy reported that she spoke with the property owner of 712 School Lane regarding their delinquent account.  He hopes to make a payment on his delinquent account at the end of this month.  They recently joined a foster care agency and got approved to have children, but do not have foster care income at this time.  He has a disability and recently refinanced his mortgage.  He is temporarily helping a friend with some paint work.  He feels bad for the debt (lien and delinquency) and is not avoiding the Authority; he just doesn’t have the money to make a payment.

 

The Authority reviewed the revised Policy and Procedure Manual and discussed the wording for Ordinance #6-1995.  The Authority directed Joy to research the Ordinance because the Authority felt the wording is confusing.  Jim made a motion to table the adoption until next month.  Gene seconded the motion and all voted yes.

 

Joy inquired whether the Authority has any directive for the budget for 2015.  Gary suggested including funds for new booster pumps.  Draft budgets will be issued to the Authority for review before the next meeting.

 

Solicitor Cassidy distributed a Reimbursement Agreement for miscellaneous professional services he created for the Authority to review and discuss at the next meeting.

 

The delinquent accounts were reviewed in the amount of $1,312.29.

 

The receipts for September were reviewed in the amount of $15,645.99.

 

Gene made a motion to approve the disbursements of checks #3549 - 3562 in the amount of the $8,293.78.  Jim seconded the motion and all voted yes.

 

Meeting adjourned at 6:30 p.m.

 

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the September 11, 2014 meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger and Tony Gay.  Also present were Doug Snader (Operator), Gary Martin (Engineer) and William Cassidy, (Solicitor).

 

Jim made a motion to approve the August 14, 2014 minutes.  Gene seconded the motion and all voted yes.

 

Ron Jager, Gannett Fleming, Inc, (GF) was present to introduce himself and to offer continuing the general engineering services if the Authority wishes to retain GF, since Gary Martin’s retirement from GF.  Mr. Jager stated, he understands that Gary Martin has now joined Becker Engineering, LLC and that the Authority has a long history with Gary Martin.

 

Gary Martin, reported he has indeed retired from GF and is now employed part-time with Becker Engineering, LLC, and provided a proposal for Professional Services dated September 9, 2014. 

After a discussion, Jim made a motion to appoint Becker Engineering, LLC for general engineering services and to accept the 2014-2015 Rate Schedule, Glenn seconded and all voted yes.

 

Gene made a motion to give the required thirty (30) days terminate notice for the Gannett Fleming Inc., contract, Glenn seconded and all voted yes.

 

Doug presented the valve installation at School Lane and Walnut Street quote from W.D. Fox Tapping & Welding, Inc., in the amount of Seven Thousand One Hundred Eighteen Dollars ($7,118.00), which will provide the loop of service to the water system.  This method of inserting the valve will enable the system to remain active and eliminate the need for a boil water advisory.  This price doesn’t include excavation work or backfill.  After a discussion Doug was directed to get a price estimate if the water operators were to complete the valve installation themselves and present the cost next month.

 

Solicitor Cassidy suggested that he develop an Agreement that would be utilized when customers or other parties present inquires resulting in engineering or legal services that result in billings to the Authority.  This Agreement would enable those charges to be reimbursed by the entity inquiring the information.  Jim made motion directing Solicitor Cassidy to draft a reimbursement agreement for review at the next meeting, Tony seconded and all voted yes.

 

Jim made motion to bill Eastern New Holland Partners, 121 North Shirk Road, for ten (10) additional EDU’s of water capacity or they shall provide daily water meter readings for one (1) year to accurately document their usage, Gene seconded and all voted yes.

 

Jim made a motion to establish a daily water meter reading billing rate of Ten Dollar ($10.00) per day, for customers that desire the Authority take the daily meter readings, Glenn seconded and all voted yes.

 

The delinquent accounts were reviewed in the amount of $2,033.46.

 

The receipts for August were reviewed in the amount of $303.14.

 

Gene made a motion to approve the disbursements of checks #3540 - 3548 in the amount of $3,588.69, Glenn seconded and all voted yes.

 

Meeting adjourned at 6:35 pm

Respectfully submitted,

Brenda S Becker, Asst. Appointed Secretary/Treasurer

Chairman Fred Wissler called the August 14, 2014 meeting of the Western Heights Water Authority to order at 6:03 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Glenn Dissinger.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer) and Bill Cassidy (Solicitor).

 

Jim made a motion to approve the July 10, 2014 minutes.  Gene seconded the motion and Glenn abstained due to not being present at the meeting, the motion carried.

 

Joy reported that the letter that she was directed to issue to Eastern New Holland Partners LP, 121 North Shirk Road, regarding the requirement to take one (1) year of daily meter readings or to purchase ten (10) additional EDUs due to their elevated usage, was not issued.  The Earl Township Sewer Authority (ETSA) may also be affected and after confirming with Fred, he thought it would be best that the customer receives both letters at the same time to make their decision.  This will be discussed at the ETSA meeting this evening.

 

Joy inquired whether the Authority desires the Operators to complete private water repairs that are the customer’s responsibility.  Jerry reported that it is rare that they complete work that is the customer’s responsibility, but it has occurred twice in the past month.  Typically a plumber would complete the repair and the Operators would inspect it after they completed the repair.  Joy explained that when the work is completed by the Operators, it adds significant liability on to the Authority.  Solicitor Cassidy explained that if the Authority would eliminate the work, it would also eliminate the liability issues that may arise.  Jerry explained that the water meters are provided and owned by the Authority and the Operators may need to go into a resident’s basement to work on the meters.  The Authority’s policy is that businesses repair the water meters.  Glenn made a motion to approve the Operators discontinue any work from the curb stop and lines that run in the owner’s property, and the Operators shall continue to provide and repair the water meters.  Jim seconded the motion and all voted yes.

 

The Authority decided not to establish a daily water meter reading rate for the Operators that is contingent upon the customer requesting the Authority do the reading.  The ETSA will discuss this and that rate will cover readings for the Authority and ETSA, if both water and sewer usage need verification.

 

The PFM Group provided the Consent to Deemed Assignment of Investment Advisory Agreement for the Authority to execute.  The PFM Group submitted a letter dated April 24, 2014 and is requested the Authority’s authorization to continue to provide investment management services, upon completion of the transaction, under the investment advisory agreement(s) between PFM and the Authority.  PFM and its affiliates are currently owned through a holding company by their senior management (“Managing Directors”) and a respected group of institutional investors led by ICV Partners (“Institutional Investors”) as equity participants in the holding company.  PFM’s Managing Directors have unanimously agreed to a transaction that will create a new capital structure whereby the firm’s Managing Directors will acquire all of the ownership interests from the Institutional Investors and thus will own all of the firm’s equity (the “Transaction”).  In addition to a significant additional capital commitment by PFM’s Management Directors, a consortium of banks and institutional leaders are providing financing for the Transaction.  The Transaction was closed on or before June 30, 2014.  When the Transaction closes, the action would be treated under applicable law as a change in control of PFM and thus as a constructive or “deemed” assignment of your advisory contract.  Your investment advisory contract with PFM allows assignment only upon your consent.  The Authority did not give notice to PFM within sixty (60) days after the date of the letter and the Authority will be considered to have consented to the assignment, and the Authority’s investment advisory agreement will remain in effect, with no change to its terms, both before and after the completion of the Transaction.  The Authority has the right, before and after the change in control, to terminate the investment advisory agreement in accordance with its terms.  Joy explained that she called and inquired why the Authority is receiving the Agreement, PFM Group said that the Authority invested CDs with PLGIT at one time and needed an agreement to do so.  PFM Group managed the investment and thus prompting this letter.  The Earl Township Sewer Authority will discuss the Agreement further with Gordon Walker, PFM Group, when he attends the ETSA meeting in the near future and relay the information to the Authority.

 

Gary reported that the Dodd Frank Act is requiring the Authority to have a Certified Financial Advisor.  Gary shall not certify anything that has to do with bonds, and he shall not recommend Tapping Fee rates, user rates, etc.  The Dodd Frank Act implications are being ironed out and Gary will keep the Authority informed. 

 

Jerry reported that the water line that runs between Walnut Street and School Lane and is located between the properties owned by Richard Snader, 713 School Lane, and Gordon Best, 719 School Lane, is not connected together.  The water line should be connected to create a loop that would allow the Operators to isolate School Lane and Walnut Street when completing repairs.  Jerry would also like to install a valve on School Lane, in front of the property owned by Mr. Best.  By doing both of these upgrades, it will allow the Operators to isolate both Walnut Street or School Lane while completing repairs without disrupting the water flow to businesses on West Main Street.  To do so, the Operators will ask the Township to complete the excavation for installing the piping and to connect School Lane and Walnut Street.  The Operators will have East Lampeter soft dig the pipe on School Lane to confirm the pipe size and type so they can get a price to install a valve.  The Operators will report to the Authority with the valve installation cost at a later meeting.  The Authority directed Jerry to move forward.

 

Solicitor Cassidy reported that the Board of Supervisors tabled the Wellhead Protection Plan Ordinance.  The Supervisors are not interested in moving forward with it at this time.

 

The delinquent accounts were reviewed in the amount of $2,778.67.

 

The receipts for July were reviewed in the amount of $632.88.

 

Gene made a motion to approve the disbursements of checks #3528 - 3539 in the amount of the $7,777.13.  Jim 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 10, 2014 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay.  Also present were Doug Snader (Operator) and Gary Martin (Engineer).

 

Jim made a motion to approve the June 12, 2014 minutes with one (1) correction to the fifth (5th) paragraph, first (1st) sentence which shall read: Joy reported that she contacted neighboring Authorities to find out which service provider they utilize for accepting credit card payments.  Tony seconded the motion and all voted yes.

 

Doug reported that he and Jerry visited Echo Data, tenant of Eastern New Holland Partners LP, 121 North Shirk Road, to discuss the elevated water usage due to filling the fire protection tank.  Doug reported that a main pump test is completed once a year using twenty thousand (20,000) gallons of water from the fire protection tank.  There also is quarterly testing of the main drain and monthly testing which lubricates the bearings.   Jim made a motion that based on the water use over the last two (2) years, ten (10) additional EDUs shall be purchased or one (1) year of daily meter readings shall be taken to monitor the use of the property. Gene seconded the motion and all voted yes.

 

Joy reported that Wendy’s, 784 West Main Street, had elevated water usage over the last several months.  Joy issued a letter requiring Wendy’s to take ninety (90) days of daily meter readings.  Doug reported that the meter is difficult to read due to being under a shelf and facing the wall.  Wendy’s installed indoor remote readers and outdoor remote readers.  The indoor remote readers may not be working and the outdoor remote readers need a touch pad reader to take the reading.  Wendy’s does not appear to have the touch pad reader.  Doug reported that he contacted L/B Water Service Inc. and it would cost Five Hundred Sixty-Six Dollars ($566.00) for the touch pad reader.  Doug inquired whether the Authority is interested in purchasing the reader to rent to Wendy’s.  The Authority concluded that they are not interested in purchasing and renting out the reader device.  Joy reported that daily water meter readings were taken previously for customers in rare circumstances for the cost of Thirty Dollars ($30.00) a week.  After much discussion, the Authority directed Joy to contact Wendy’s to suggest they purchase the touch pad reader.  The Authority does not want the Operators to take the readings at this time.

 

Doug reported that he received a phone call at his home from his mother in law, Ruth Kapp, 829 West Main Street, regarding water that was laying in her back yard.  He drove the company vehicle to investigate the issue.  Doug failed to write up the call in on his time sheet due to thinking he was going to save Ms. Kapp a bill.   Joy felt the vehicle mileage should be listed as personal mileage, since he decided to investigate the issue and not write up time.  Doug explained that the water leak was from the valve into the house and it was Ms. Kapp’s responsibility to have it fixed.  Ms. Kapp asked the Operators to complete the work and a bill will be issued for the labor that was completed.  After much discussion, the Authority concluded that the mileage shall be listed as business mileage and the two (2) hour minimum call out shall be paid to Doug.  The diagnostic is not charged to the customer but the repair is.

 

Joy inquired whether the Authority wishes to have the Operators completing private work for residents when it is the customer’s responsibility to have a repair completed.  Joy also inquired whether the Authority desires the Operator to complete daily meter readings for customers and what rate the Authority would like to establish.  The discussion was tabled.

 

Doug reported that there was never a water specification book created due to the lack of need.  There are specifications that are listed in the Policy and Procedure Manual.  The Operators and Gary will start to work on creating a specification book.

 

The delinquent accounts were reviewed in the amount of $1,824.27.

 

The receipts for June were reviewed in the amount of $15,260.24.

 

Gene made a motion to approve the disbursements of checks #3518 - 3527 in the amount of the $5,933.34.  Tony 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 June 12, 2014 meeting of the Western Heights Water Authority to order at 6:01 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Gene made a motion to approve the May 8, 2014 minutes.  Tony seconded the motion and all voted yes.

 

Joy reported that Eastern New Holland Partners LP, 121 North Shirk Road, is using the Authority’s water to top off the water tank.  They have been notifying the Authority when they do so as required but they appear to be using much more than they should for topping off the water tank.  The water sprinkler tests did not historically process so much water.  The Authority directed Jerry to stop out and inquire what the water is being used for.

 

The PFM Group provided the Consent to Deemed Assignment of Investment Advisory Agreement for the Authority to execute.  Joy was directed to contact the PFM Group to inquire why the Agreement should be executed when the Authority does not receive investment management services from the PFM Group.

 

Joy reported that she contacted neighboring Authorities to find out which service provider they utilize for accepting credit card payments.  MiniciPay has a charge of two point forty-five percent (2.45%) or a minimum charge of Three Dollars ($3.00) per credit card payment.  A device is provided to swipe the card.  The cost for an electronic check payment is One Dollar and Fifty Cents ($1.50) per payment.  PRWA provides eNETPAY which is a service that processes the payments on the computer.  PRWA has a tiered service fee schedule and starts at Three Dollars and Fifty Cents ($3.50) for any single credit card or electronic check payment transaction totaling One Cent ($.01) through One Hundred Dollars ($100.00).  The Authority decided they are not interested at this time due to the small customer base that would utilize to pay their bills.  The Authority was also concerned about the online activity and hackers.

 

Jim made a motion to approve the revised standard Developer’s Agreement.  Tony seconded the motion and all voted yes. 

 

Solicitor Cassidy explained that he created a Wellhead Protection Ordinance and provided it to the Board of Supervisors.  The Board of Supervisors wants the Planning Commission to review the Ordinance.  The Planning Commission will be presented with the Wellhead Protection Plan and Ordinance.

 

Peters Road Industrial Lots (PRIL), 199 Quality Circle, had water trucked in to finish filling the fire protection tank.  Jerry reported that they will verify when the tank is full. 

 

Jerry reported that there are two (2) laterals on PRIL, 199 Quality Circle, Lot 1, and 215 Quality Circle, Lot 3, that need to be buried, capped and completed.

 

Joy inquired how often the Authority would like the Policy and Procedure Manual updated.  The Authority directed Joy to update it when there is a significant change.  The Authority directed Joy to update the Policy and Procedure Manual at this time.

 

The delinquent accounts were reviewed in the amount of $1,785.60.

 

The receipts for May were reviewed in the amount of $123.85.

 

Jim made a motion to approve the disbursements of checks #3508 - 3517 in the amount of the $6,085.83.  Gene 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 May 8, 2014 meeting of the Western Heights Water Authority to order at 6:01 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay.  Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Gene made a motion to approve the April 10, 2014 minutes.  Tony seconded the motion and all voted yes.

 

Peters Road Industrial Lots (PRIL), 189 Peters Road, is connected to the public water system and is inspected.  They are filling the fire protection tank with the Authority’s water.  PRIL was notified in the past that the Authority doesn’t have the ability to provide water for fire protection.  After much discussion, the Authority directed Joy to issue a letter stating that PRIL shall disconnect the water connection to the fire protection tank immediately and an inspection shall be completed once the disconnection occurs.  PRIL shall be billed for the water they have already used to fill the tank.  The Authority directed Doug to turn off the water so they are unable to continue filling the tank.

 

The Authority reviewed the April 30, 2014 letter from Woolford Law PC, on behalf of MFH Holdings Inc., Remaining Lands of Peters Road Industrial Lots, Lot 4, 191 Quality Circle, regarding the cancellation of Reservation of Capacity Fee (ROCF) and the relinquishment of the capacity for the two (2) EDUs.  MFH Holdings Inc. does not intend to proceed with the project and its equitable interest in the property has been voluntary terminated.  Jim made a motion approving the relinquishment of two (2) EDUs and the discontinuation of the ROCF effective May 8, 2014.  Tony seconded the motion and all voted yes.

 

The Authority reviewed the May 1, 2014 letter from David Miller/Associates Inc., on behalf of QCCI Properties LP, the owner of the Remaining Lands of Peters Road Industrial Lots, Lot 4, 191 Quality Circle, requesting to reserve two (2) EDUs.  QCCI Properties LP would like to reserve the capacity for future potential use.  Tony made a motion to approve the request of two (2) EDUs and the reservation shall be effective May 9, 2014.  Gene seconded the motion and all voted yes.

 

Gene made a motion to approve resolution #2014-2, amending the fee schedule for attorney’s fees to be added to the amount collected as part of a municipal claim for delinquent accounts.  Jim seconded the motion and all voted yes.

 

The ELANCO Wellhead Protection Steering Committee is creating subcommittees and will need leaders for those committees.  The Authority reviewed the proposed ELANCO form and structure which outlines the subcommittees.  A Steering Committee meeting will be held on May 21, 2014 at 9:30 am at Terre Hill Borough to discuss this further.

 

Solicitor Cassidy explained that he spoke to the Board of Supervisors at their meeting last Monday about the Wellhead Protection Ordinance.  He and Brenda Becker, Township Secretary, will work together to provide them samples of other Ordinances that have been created.

 

Joy inquired whether the Authority is interested in utilizing credit card payments from water usage customers.  The Authority directed Joy to research how much it’s going to cost to process credit cards payments.

 

The Authority reviewed and discussed the 2013 Audit.

 

Solicitor Cassidy handed out an updated Developer’s Agreement.  He asked the Authority to review it and take action next month.

 

The Authority entered into Executive Session at 6:30 pm to discuss a delinquent account.  The regular meeting reconvened at 6:35 pm.

 

Gary reported that Thomas Weaver, son of Janet Weaver, owner, 684 West Main Street, contacted him about wanting to possibly connect to the public water system because of a potential new tenant that needs it.

 

The delinquent accounts were reviewed in the amount of $3,988.29.

 

The receipts for April were reviewed in the amount of $14,666.56.

 

Tony made a motion to approve the disbursements of checks #3494 - 3507 in the amount of the $8,034.67.  Jim seconded the motion and all voted yes.

 

Meeting adjourned at 6:40 p.m.

 

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the April 10, 2014 meeting of the Western Heights Water Authority to order at 6:04 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard Tony Gay and Glenn Dissinger.  Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Jim made a motion to approve the March 13, 2014 minutes with corrections to the sixth (6th) paragraph, fourth (4th) and fifth (5th) sentences as follows: The property owner indicated that he would like to make a payment, but couldn’t commit to a set amount or when he could make the payment.  The Authority directed Joy to contact the property owner and inquire how much he can pay now and when the income from the foster agency will be initiated.  Gene seconded the motion and all voted yes except Tony, he abstained due to not being present at the meeting.

 

Joy reported that Nathan Merkel, Pennsylvania Rural Water, dropped off a flyer regarding the GIS Mapping program he started.  The GIS Mapping can be as detailed as the Authority wants it to be including things like valves, curb stops, meter pits, interconnections, manholes, lift stations, etc.  The Authority concluded that they are not interested at this time, but may be interested if a grant becomes available to pay for the mapping.

 

Joy reported that she spoke with the property owner of 712 School Lane regarding their delinquent account.  He explained that he is still on disability and does not work.  He said he would come in the office in the beginning of April to pay the most recent quarter, but never ended up making the payment to date.  He thought that the income from the new foster agency would start in two and a half (2 ½) months.  He is researching watching foster children temporarily through several agencies.  He also said he may file bankruptcy.  After much discussion, the Authority directed Solicitor Cassidy to research the property owner’s mortgage debt balance to see if it’s worth filing a second (2nd) lien.

 

Solicitor Cassidy distributed an updated Resolution, collection procedures and schedule of attorney fees to be added to the amount collected as part of municipal claims for delinquent accounts.  He asked the Authority to review the document for discussion and adoption at the next meeting.  Joy inquired whether the lien document should be updated so the Authority can collect fees that may exceed the lien filing amount.  Solicitor Cassidy explained that once the Resolution is adopted, the lien document will also need updated to mirror the language in the Resolution.

 

Doug reported that Danny Lapp, Peters Road Industrial Lots, 189 Peters Road, hit the water line twice during installation of a sewer manhole.  A new water pressure test will need to be completed. 

 

Doug reported that the meter at the John Sauder, 875 West Main Street, property had an open  bypass valve and therefore was not reading the actual water usage.  Joy explained that she calculated the quarterly average from the 2013 well meter readings that the Operators provide her and billed Mr. Sauder the fourth (4th) quarter in 2013 and first (1st) quarter in 2014 based on that calculated usage.  The Authority concurred with the billing.  The Operators corrected the bypass valve and the meter readings should be accurate from now on.

 

Solicitor Cassidy explained that he will bring up the Wellhead Protection Ordinance at the next Board of Supervisor meeting.

 

The delinquent accounts were reviewed in the amount of $1,246.76.

 

The receipts for March were reviewed in the amount of $18.90.

 

Jim made a motion to approve the disbursements of checks #3484 - 3493 in the amount of the $3,745.94.  Tony seconded the motion and all voted yes.

 

Meeting adjourned at 6:40 p.m.

 

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Chairman Fred Wissler called the March 13, 2014 meeting of the Western Heights Water Authority to order at 6:03 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Glenn Dissinger.  Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Glenn made a motion to approve the February 20, 2014 minutes.  Gene seconded the motion and all voted yes except Jim, he abstained due to not being present at the meeting.

 

After review of a letter requesting the discontinuation of four (4) Reservation of Capacity Fees for the Long Le, 855 West Main Street, Gene made a motion to approve discontinuing the Reservation of Capacity Fee for Long Le’s capacity of four (4) reserved EDUs effective April 1, 2014.  Glenn seconded the motion and all voted yes.  One (1) Guarantee of Capacity EDU will remain with the property.

 

Gary reported that the Authority will not have to pay Gerald Martin and Sons to install the eight inch (8”) valve, valve box, pipe and concrete thrust block.  This work will be completed on the eight (8) inch water line which is on the proposed tee on the south side of the railroad tracks, on the Harold Musselman property, 876 West Main Street, while the construction is on-going for Peters Road Industrial Lots (PRIL), 189 Peters Road.  There is an Easement over the Hoover property, 118 South Shirk Road, and it requires PRIL to install the valve.  The six inch (6”) water line is hooked up and the water is turned on.  The line was flushed and the excess chlorine was removed.  Doug reported that Danny Lapp, owner, installed a meter in a building and it was installed in the back of the building.  Mr. Lapp had to rip out the piping for the meter because the meter was not accessible for the Operators.  A meter pit was installed outside.  This water line is complete.

 

Doug reported that the meter for the on-site well on the John Sauder, 875 West Main Street, property was not working properly.  A new meter was installed and the Operators verified that there is no cross connection.  The meter that is hooked up to the public water system is being read and the new meter will need to be read for sewer purposes because both usages get discharged in the public sewer system.  Mr. Sauder is now using public water.

 

Joy reported that she spoke with the property owner of 712 School Lane regarding their delinquent account.  It was explained that both residents are not working and the foster care agency that they were working with closed their doors.  They are working through a new foster agency and going to the mandatory classes.  The property owner indicated that he would like to make a payment, but couldn’t commit to a set amount or when he could make the payment.  The Authority directed Joy to contact the property owner and inquire how much he can pay now and when the income from the foster agency will be initiated.

 

Joy reported that the Authority adopted labor and equipment rates for work that is completed by the Operators on behalf of property owners.  The trucks and equipment are owned by the Earl Township Sewer Authority (ETSA) and the Authority has no right to bill.  Joy suggested that the ETSA bill the Authority for the labor and the Authority would in turn bill the property owner.  The Authority agreed.  Glenn made a motion to eliminate all labor and equipment charges from the Fee Schedule Resolution.  Jim seconded the motion and all voted yes.

 

Jim made a motion to approve and sign resolution no #2014-01, Fee Schedule.  Gene seconded the motion and all voted yes.

 

Joy explained that Linda Fox, Weinhold, Nickel & Company, suggested providing a report to the Authority that includes the budget and expenses.  After much discussion, the Authority directed Joy to provide the Annualized Budget Report on a quarterly basis.

 

Solicitor Cassidy reported that there was a lien recently satisfied for the ETSA and the attorney fees that were added to the lien were exceeded due to extra, unforeseen processes.  Solicitor Cassidy suggested that the Resolution, approving collection procedures and adopted schedule of attorney fees to be added to the amount collected as part of municipal claims for delinquent accounts, be updated.  When a lien is satisfied, Joy shall confirm with Solicitor Cassidy if there are additional charges to be collected.  The Authority directed Solicitor Cassidy to update the Resolution.

 

The delinquent accounts were reviewed in the amount of $94.26.

 

The receipts for February were reviewed in the amount of $6,366.27.

 

Jim made a motion to approve the disbursements of checks #3474 - 3483 in the amount of the $6,829.95.  Gene 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 February 20, 2014 advertised special meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Glenn Dissinger, and Tony Gay.  Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Gene made a motion to approve the January 9, 2014 minutes.  Fred seconded the motion and all voted yes, except Tony and Glenn, they abstain due to not being present at the meeting.

 

The February 13, 2014 meeting was canceled due to the inclement weather.

 

The Authority reviewed Long Le’s, 855 West Main Street, January 17, 2014 request to suspend the Reservation of Capacity Fee (ROCF) for four (4) EDUs due to not having any plans in the near future to build on the property.  Fred made a motion to approve discontinuing the ROCF for Mr. Le’s four (4) EDUs.  Gene seconded the motion and all voted yes.  One (1) Guarantee of Capacity EDU will remain with the property.

 

Gannett Fleming Inc. has not received the December payment by mail, check #3440 in the amount of Three Hundred Ninety-Seven Dollars and Fifty Cents ($397.50).  Fred made a motion to place a stop payment on the check.  Gene seconded the motion and all voted yes.  Joy explained that she reissued the payment and it is include in the checks to be approved.

 

Joy reported that Danny Lapp, Peters Road Industrial Lots (PRIL), 189 Peters Road, provided the insurance certificates from all contractors to the Authority.  Gary reported that the Department of Environmental Protection (PA DEP) has new regulations on making a new connection to a live water line.  If a connection is made to an active line that reduces the line pressure to zero (0), there would need to be a boil water advisory which would create a hardship for all the businesses in Brookshire Plaza, 830 West Main Street.  PRIL is going to install a “live tap” valve and connection on the existing Authority line to prevent the line pressure from falling and prevent the need for a boil water advisory.  Gary also reported that if a valve is installed on the proposed tee on the south side of the railroad tracks on the Musselman property while the construction is on-going it would make future connections on the east run smoother and prevent future boil water advisories or service shut down on the south side of the railroad tracks.  The Authority reviewed the cost estimate from Gerald G Martin and Sons Excavating and Trucking to install an eight (8) inch valve, valve box, pipe and concrete thrust block on an eight (8) inch water line in the amount of Two Thousand Seven Hundred Seventy-Five Dollars ($2,775.00).  Gary reported that there isn’t a current Authority policy in place that requires developer’s to install the valve so this would be an Authority expense if it’s installed.  Glenn made a motion to approve Gerald Martin and Sons installing the eight (8) inch valve, valve box, pipe and concrete thrust block on an eight (8) inch water line, costing Two Thousand Seven Hundred Seventy-Five Dollars ($2,775.00).  Tony seconded the motion and all voted yes.  Jerry reported that the connection on the south side and the final connection have yet to be completed.

 

Fred made a motion that all future developers install valves on dead end lines, rather than blind flanges.  Glenn seconded the motion and all voted yes.

 

The Authority reviewed the February 14, 2014 letter from United States Department of Agriculture regarding a survey to receive low fixed interest rate loans, possible grant funding for a portion of a project, etc.  The Authority directed Joy to fill out the paper work and submit it.

 

Joy reported that the Bulk Commercial User Rate was not increased in 2010 when the residential user rates were increased.  Joy and Gary presented the increased rates as follows: the first (1st) 7,000 gallons: Thirty Seven Dollars and Seventy-Five Cents ($37.75), 7,001-50,000 gallons: Four Dollars and Twenty-Five Cents ($4.25) per 1,000 gallons, and 50,001 gallons or more: Three Dollars and Eighty Cents ($3.80) per 1,000 gallons.  The Authority directed Joy to create a Resolution and include these new rates for approval.

 

Joy reported that the property owner of 712 School Lane has not followed through on their delinquency payment plan as agreed upon.  The total due on their account is One Thousand Three Dollars and Sixty-Nine Cents ($1,003.69).  After next quarter’s billing, the account will be another three (3) quarters delinquent.  The Authority directed Joy to call the property owner and inquire about a payment.

 

Joy inquired whether the Authority wants to pay Jerry’s bonus check through the Township’s payroll which is taxed or paid from the Authority directly and is not taxed.  Jerry would need to record it as income on his tax return, if the Authority paid the bonus.  The Authority directed Joy to pay the bonus through the Township’s payroll and each Authority shall reimburse Fifty Dollars ($50.00) per month to the Township.

 

Jerry reported that on February 11, 2014 a booster pump went down and he came close to needing to issue a boil water advisory.  Jerry corrected the problem within fifteen (15) minutes after it occurred and contacted PA DEP.  Eventually a boil water advisory will need to be issued for the system and currently the Operators are creating written notifications and they distribute them to each property.  Jerry suggested that there may be a better way to issue the boil water advisory.  A documented attempt for the advisory is required.  Jerry suggested a phone number list be created.  Joy and Jerry will work together to create a phone number list.  Jerry also suggested purchasing a third small booster pump for the Well House.  No action was taken.

 

Fred reported that he attended the Elanco Regional Wellhead Protection meeting on February 19, 2014.  They are currently trying to develop a Team Ag Protection Program.  Fred would like to have Aaron Beiler, 917 Walnut Street, and the farmer that is farming his property come to the next Wellhead Protection meeting to encourage them to get involved in no till farming practices.

 

The delinquent accounts were reviewed in the amount of $94.26.

 

The receipts for January were reviewed in the amount of $13,116.40.

 

Gene made a motion to approve the disbursements of checks #3461 - 3473 in the amount of the $6,515.73.  Glenn seconded the motion and all voted yes.

 

Meeting adjourned at 6:43 p.m.

 

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

Solicitor Cassidy called the January 9, 2014 meeting of the Western Heights Water Authority to order at 6:03 p.m.  Present were Fred Wissler, Gene Neidermyer, and Jim Leonard Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

 

Solicitor Cassidy asked for nominations for the following officers:

                                                                      

Chairman:  Gene nominated Fred Wissler, Jim seconded and all voted yes.

Vice-Chairman:  Fred nominated Eugene Neidermyer, Jim seconded and all voted yes.

Secretary:  Fred nominated James Leonard, Gene seconded and all voted yes.

Treasurer:  Gene nominated Glenn Dissinger, Fred seconded and all voted yes.

Assistant Treasurer:  Fred nominated Tony Gay, Jim seconded and all voted yes.

Appointed Secretary/Treasurer:  Gene nominated Joy Oberholtzer, Fred seconded and all voted yes.

Appointed Assistant Secretary/Treasurer:  Fred nominated Brenda Becker, Jim seconded and all voted yes.

Solicitor:  Jim made a motion to appoint Solicitor William Cassidy of Appel & Yost, Fred seconded and all voted yes.

Engineer:  Jim made a motion to appoint Gary Martin of Gannett Fleming, Gene seconded and all voted yes.

AuditorFred made a motion to appoint Linda Fox of Weinhold, Nickel & Co., Gene seconded and all voted yes.

Depositories:  Jim made a motion to approve Ephrata National Bank, Susquehanna Bank, PNC Bank and PLGIT, Fred seconded and all voted yes.

 

Fred made a motion to approve the mileage reimbursement of Fifty-Six Cents ($0.56) per mile for personal vehicle usage.  The IRS established Three Dollars ($3.00) per daily round trip for commuting, with company vehicle shall be included on the employee’s Form W-2 as taxable wages at the end of the calendar year.  Jim seconded the motion and all voted yes.

 

Solicitor Cassidy then turned the meeting over to Chairman Fred Wissler for the regularly scheduled monthly meeting at 6:10 pm.

 

Jim made a motion to approve the December 12, 2013 minutes.  Fred seconded the motion and all voted yes.

 

The Authority reviewed the capacity request of one (1) EDU from Riehl’s Construction, 189 Peters Road, Lot 2.  Riehl’s Construction is a manufacturing and lumber storage facility that plans to open for business in February or March 2014 and plans to have ten (10) employees.  Jim made a motion to approve Riehl’s Construction, 189 Peters Road, Lot 2, request for one (1) EDU.  Gene seconded the motion and all voted yes.

 

Gary presented the 2014 Agreement for Professional Consulting Engineering Services to the Authority.  Solicitor Cassidy reported that he reviewed and advised the Authority to approve the Agreement.  Jim made a motion to approve the 2014 Agreement for Professional Consulting Engineering Services.  Gene seconded the motion and all voted yes. 

 

Jim made a motion to approve the 2014 Budget.  Gene seconded the motion and all voted yes.

 

Joy reported that the Bulk Commercial User Rate was not increased in 2010 when the residential user rates were increased.  The Authority directed Joy to recalculate the rate and present it at the next meeting.

 

Joy reported that Danny Lapp, Peters Road Industrial Lots (PRIL), 189 Peters Road, paid for two (2) EDU’s and provided the Improvement Guarantee.  Jerry reported that stone was not filled in properly during the water line installation and the pipe ended up being broken.  The lower pipe was flushed with chlorinated water.  The pipe is now being installed correctly.  Several contractors are hired (instead of the Mr. Lapp installing the utility).  There was some confusion over the approved final positioning of the water line over the Harold Musselman, 876 West Main Street, property and inconsistent Plans between the owner, contractor and Authority.  This is a product of trying to work with the developer and allowing partial electronic submissions instead of just requiring full submissions for review.   Gary will be contacting Mr. Lapp for updated Plans.  The insurance certificate will need to be provided from all contractors to the Authority and to Norfolk Southern Railroad.  After Mr. Lapp’s contractors complete the installation under the railroad, Norfolk will inspect the work and bill Mr. Lapp for the Norfolk Southern’s inspections.

 

The Authority reviewed the periodic maintenance service proposal for the Well House generator from Hoover Diesel Service.  It will cost Two Hundred Sixty-Three Dollars ($263.00) which will include replacement and disposal of oil, oil filter, and air filter.  The proposal also includes a coolant test, battery test, coolant hose check, and ignition system check as suggested for this unit based on age and unit hours.  Gene made a motion to approve the annual maintenance service agreement in the amount of Two Hundred Sixty-Three Dollars ($263.00) for the generator.  Jim seconded the motion and all voted yes.

 

The Authority reviewed the Tapping Fees and decided it shall remain the same.

 

Solicitor Cassidy reported that the Board of Supervisors has the Wellhead Protection Plan.  He was unable to attend the Board of Supervisor meeting so he will follow up with them.

 

The Authority entered into Executive Session at 6:40 pm to discuss personnel.  The Authority reconvened the regular meeting at 6:45 pm.

 

Jim made a motion to approve Jerry receiving Fifty Dollars ($50.00) per month for the time he is carrying the pager during the times that he would not normally carry the pager in Doug’s absence.  Gene seconded the motion and all voted yes.

 

The receipts for December were reviewed in the amount of $502.26.

 

Gene made a motion to approve the disbursements of checks #3446 - 3460 in the amount of the $9,294.23, which includes the fourth quarter PA Tax and the fourth quarter EIT Tax.  Jim seconded the motion and all voted yes.

 

Meeting adjourned at 6:48 p.m.

 

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

2013

 

Chairman Fred Wissler called the September 12, 2013 meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Glenn Dissinger. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Glenn made a motion to approve the August 8, 2013 minutes.  Gene seconded the motion and all voted yes.

Linford Zimmerman, Peters Road Industrial Lots, 189 Peters Road, was present to discuss Danny Lapp’s, owner, concerns with connecting to the public water system.  Mr. Lapp is concerned about the amount of fees that he has paid for engineering and legal services.  Mr. Lapp is debating whether he should continue with his plan to connect to the water system or drill a well.  Gary explained that Mr. Lapp originally desired to connect to the public water system because Quality Custom Cabinetry Inc. (QCCI), 125 Peters Road, wanting to eventually tap in also.  QCCI has since sold the property.  If a private well is pursued and others would want to connect to the well, Mr. Lapp would need to be a Nontransient, Noncommunity Public Water System.  The quality and quantity of the water would be regulated by the Pennsylvania Department of Environmental Protection.  Gary explained that Mr. Lapp could possibly have an Extenders Agreement drafted which would entitle him to be reimbursed up to Five Hundred Dollars ($500.00) per EDU once the water line is dedicated.    Or before the line is activated or dedicated if a neighbor wants to connect, Mr. Lapp can negotiate the cost of the line to connect.  In conclusion, Mr. Lapp would have to select one (1) of three (3) options available to him: drilling a well for just his property, becoming a Nontransient, Noncommunity Public Water System, which will require maintaining the lines, billing the customers, etc. or connecting to the public water system.  The Authority would be able to shut down the connection if the water would be contaminated if the Nontransient, Noncommunity Public Water System option is pursued.  Mr. Zimmerman said that Hoover Diesel Service LLC, 114 South Shirk Road, expressed interest in eventually tapping into their water extension. 

Solicitor Cassidy inquired whether the required certificate of insurance was submitted to Norfolk Southern Railroad.  Mr. Zimmerman was unsure so Solicitor Cassidy said he would correspond with Solicitor Byler.  Doug reported that things are running smoother now that Mr. Zimmerman has stepped in to assist Mr. Lapp.  Nine hundred (900) feet of pipe were installed, and the testing was okay so far.

Joy reported that Randy Heilman, Lancaster County Planning Commission, provided a sample of Shrewsbury Borough Wellhead Protection Ordinance.  The ELANCO group is currently focused on planning an educational workshop in early December.  Originally the group desired to have an Ordinance in place but that focus has changed.  The Authority directed Solicitor Cassidy to review the Ordinance and revise it for Earl Township. 

New Wellhead Protection brochures were received and are ready for distribution.  After much discussion, the Authority directed Joy to include a brochure in the next billing.  The Authority also directed Joy to have the brochure placed on Earl Township’s website.   Information shall be included in the newsletter that will be mailed out in the near future so all residents may review the brochure on the website.

Two (2) Workers Compensation Insurance Policy proposals were received from the following: BCF Group, in the amount of Eight Hundred Fifty-Seven Dollars ($857.00) and Nationwide Insurance, in the amount of Eight Hundred Eighteen Dollars and Ninety-One Cents ($818.91).  The policies would provide statutory coverage for medical and indemnification along with Employers Liability of One Hundred Thousand Dollars ($100,000.00) for bodily injury by accident, Five Hundred Thousand ($500,00.00) bodily injury by disease (policy limit) and One Hundred Thousand ($100,000.00) bodily injury by disease (each employee).      The Board of Supervisor’s recommendation is that the Employee Leasing Agreement would be pursued or combining Authority’s. The Earl Township Sewer Authority (ETSA) currently reimburses the Township for the Sewer Operator wages.  Solicitor Cassidy recommended having the Agreement further discussed and evaluated because the ETSA is already going through the motions as should the Water Authority.  Solicitor Cassidy reported that there will be a meeting held with Fred, Rick Kochel, Township Supervisor, and himself tomorrow morning at 9:00 am, at the Township Office, to discuss the drafted Employee Leasing Agreement.  Another one (1) of the Authority members is welcome to attend the meeting.  The Operators wages are being looked at to create one (1) hourly rate, which will include both Authorities’ wages.

Doug reported that the Lead and Copper test was completed but the results were not received.    The Haloacetic Acids and Trihalomethanes Acids lab results were in good standing.  Asepsis testing will be required at the entry point and in the distribution system. The two (2) tests will cost approximately Four Hundred Fifty Dollars ($450.00).  There is a possibility of a waiver of the Asepsis testing if the PA DEP approves the waiver request. 

The receipts for August were reviewed in the amount of $544.86.

Gene made a motion to approve the disbursements of checks #3401 - 3412 in the amount of $5,851.86, which includes the September payroll taxes.  Jim seconded the motion and all voted yes.

Meeting adjourned at 7:00 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

 

 

Chairman Fred Wissler called the August 8, 2013 meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger and Tony Gay. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), Dale Glatfelter (Gannett Fleming Inc.), and Bill Cassidy (Solicitor).

Jim made a motion to approve the July 11, 2013 minutes.  Tony seconded the motion and all voted yes.

Gene made a motion to approve resolution #2013-1, to approve AND SIGN a license agreement with Norfolk southern railway company and dajos properties llc and authorizing its officers to execute documents necessary to enter into such license agreement with Norfolk southern railway company and dajos properties llc regarding the installation of a water line.  Jim seconded the motion and all voted yes.

The New Holland Recreation Center, 123 North Shirk Road, will complete a partial pool dump from August 27 to 28th.  They will refill the pool afterwards so their New Holland Borough water usage will increase during those days.

Jerry reported that samples were pulled for the Stage 2 Disinfectants/Disinfection Byproducts Rule requirement.  This will be the first round of samples since Well #5 is online.  In the past, the sampling results came in low.  Lead and Copper samples will be pulled this coming week 

The Authority entered into Executive Session at 6:03 pm to discuss employees.  The Authority reconvened the meeting at 6:15 pm.

Two (2) Workers Compensation Insurance Policy proposals were received from the following: BCF Group, in the amount of Eight Hundred Fifty-Seven Dollars ($857.00) and Nationwide Insurance, in the amount of Eight Hundred Eighteen Dollars and Ninety-One Cents ($818.91).  The Authority directed Joy to inquire what the insurance limits are for the policies quoted. 

The receipts for July were reviewed in the amount of $1,297.24.

Jim made a motion to approve the disbursements of checks #3387 - 3400 in the amount of $3,302.50, which includes the August payroll taxes.  Gene seconded the motion and all voted yes.

Meeting adjourned at 6:20 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

 

 

Chairman Fred Wissler called the July 11, 2013 meeting of the Western Heights Water Authority to order at 6:04 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Tony made a motion to approve the June 13, 2013 minutes with the following corrections.  The fourth (4th) paragraph, first (1st) sentence should read: Brenda reported that the Peters Road Industrial Lots (PRIL) Developer’s Agreement.  In the same paragraph, sixth (6th) sentence should read: Gary will send an e-mail to the PRIL design consultant informing him of the Board’s action.  The eighth (8th) paragraph, first (1st) sentence should read: The Authority reviewed the PA DEP letter.   Jim seconded the motion and all voted yes.

Joy inquired whether there will be any residents that will be required to connect to the public water system when Peters Road Industrial Lots, 189 Peters Road, extends the water line.  Gary reported that the water line will be running along the south side of the railroad tracks and be extended into Harold Musselman’s, 876 West Main Street, property.  The Authority may require Mr. Musselman to connect to the public water system if they choose to subdivide or develop the property in the future.  Fred signed the Norfolk Southern Agreement and Indemnification that was approved by motion to execute on March 14, 2013.

Gene made a motion to conditionally approve the Vehicle Usage Policy contingent upon the Sewer Authority approving the Authority to use the vehicles. The policy is as follows: The Western Heights Water Authority received permission to use the Earl Township Sewer Authority Municipality vehicle and will reimburse usage at the established and approved federal standard mileage rate by tracking odometer readings for mileage. Jim seconded the motion and all voted yes.

The Authority reviewed the letter from the Pennsylvania Department of Environmental Protection (PA DEP), which again reminded the Authority that the Stage 2 Disinfectants/Disinfection Byproducts Rule will take effect for the Authority’s system on October 1, 2013.  Doug reported that Jerry submitted the required Compliance Monitoring Plan, which was already approved by PA DEP.

Solicitor Cassidy that he spoke with Randy Heilman, Lancaster County Planning Commission, about the status of the Wellhead Protection Plan Ordinance that he is creating.  Mr. Heilman will be asking another individual for assistance.  Solicitor Cassidy explained that he is able to create the Ordinance.  Fred said to hold off for Mr. Heilman to create it. 

Solicitor Cassidy reported that he is working on creating the Inter Municipal Agreement with the Township for employee handling and will have it ready for the Township for their next Board of Supervisors meeting for review and approval.

The receipts for June were reviewed in the amount of $15,643.27.

Gene made a motion to approve the disbursements of checks #3377 - 3386 in the amount of $3,654.34, which includes the July payroll taxes, the second quarter PA Tax, and the second quarter EIT Tax.  Tony seconded the motion and all voted yes.

Meeting adjourned at 6:25 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

 

Chairman Fred Wissler called the June 13, 2013 meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger and Tony Gay.  Also present were Jerry Brackbill (Operator) and Gary Martin (Engineer).

Gene made a motion to approve the May 9, 2013 minutes.  Tony seconded the motion and all voted yes.

Brenda reported that the Water Authority (WA) is not able to purchase Worker’s Compensation Insurance Policy from Penn Prime Insurance the Township’s carrier, due to the premium and gross wages are so minimal.  Brenda reported the options would be to combine the Water and Sewer Authorities into one or change the WA employee’s payroll process so they are paid by the Township and the WA reimburses all of the payroll expenses to the Township.  After a discussion, Gene made a motion to have Solicitor Cassidy draft an Inter-Municipal Agreement with the Township, which would outline the WA employees being paid through the Township and the reimbursement of those costs.  Glenn seconded the motion and all voted yes.

Brenda reported that the Peters Road Industrial Lots (PRIL) Developer’s Agreement isn’t being followed and the Developer hasn’t replenished the Escrow Fund.  They currently owe the WA Six Thousand Eight Hundred Fourteen Dollars and Thirteen Cents ($6,814.13) for legal and engineering reviews.  Brenda stated the Developer’s Agreement doesn’t include a provision for penalties for non-compliance and Gary reported that historically no further Plan or document reviews would be provided if the Agreement is not in good standing.  Jim made a motion to send a letter to PRIL informing them the Escrow must be replenished prior to further legal or engineering reviews being processed.  Glenn seconded the motion and all voted yes.  This could affect and delay the party interested in developing the Remaining Lands at 189 Peters Road; Gary will send an e-mail to the PRIL design consultant informing him of the Board’s action.  

A water line Easement between Newholl Development, 662 West Main Street and Thomas, Shellen and Janet Weaver, 676, 680 and 684 West Main Street has not been settled, as was previously reported.

Solicitor Cassidy and Gary Martin shall include a penalty provision in the standard Developer’s Agreement. 

Gene made a motion to conditionally grant two (2) EDUs to the Remaining Lands at 189 Peters Road, due to no infrastructure is currently in place and contingent upon the water line being approved by the Authority and built by PRIL.  Tony seconded the motion and all voted yes.

The Authority reviewed the PA DEP letter reminding the WA that the Stage 2 Disinfectants/Disinfection Byproducts Rule will take effect for our system on October 1, 2013.  Jerry reported he submitted the required Compliance Monitoring Plan, which was already approved by DEP. 

Gary Martin reported he received a request for John Sauder, 875 West Main Street, to connect to the public water and they will use all 5.5 EDUs of capacity reserved.  Gary, Doug and Jerry have reviewed and approved the Construction Plans.

Fred reported that Linda Fox, Weinhold, Nickel & Co. stated to be in compliance with the Federal regulations all vehicle commuting miles and personal use miles will need to be recorded as a payroll benefit and taxed. 

Joy shall contact the owners of 712 School Lane to remind them of the agreed upon payment plan, which they have not followed.

The delinquent accounts were reviewed in the amount of $796.96.

The receipts for May were reviewed in the amount of $4,371.63.

Glenn made a motion to approve the disbursements of checks #3359 - 3376 in the amount of $10,831.53, which includes the June payroll taxes.  Gene seconded the motion and all voted yes.

Meeting adjourned at 6:30 pm.

Respectfully submitted,

Brenda S Becker, Asst. Appointed Secretary/Treasurer

 

 

 

Chairman Fred Wissler called the May 9, 2013 meeting of the Western Heights Water Authority to order at 6:04 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, and Tony Gay. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Jim made a motion to approve the April 11, 2013 minutes.  Tony seconded the motion and all voted yes.

Joy reported that the Authority doesn’t currently have a Worker’s Compensation Insurance Policy in place.  In 2005 when the insurance policy was transferred to JA Maurer, the Worker’s Compensation Insurance Policy was erroneously cancelled.  Joy reported that she contacted PennPRIME to receive a price proposal for the coverage.  It would cost Three Hundred Dollars ($300.00) for both Operators.  Since the Three Hundred Dollar ($300.00) contribution would be under the PennPRIME minimum of Ten Thousand Dollars ($10,000.00), they cannot provide the coverage directly to the Authority.  They can provide the coverage through the Township but the employee’s wages would have to be paid under the Township’s FEIN.  Rick Kochel, Township Supervisor, was present to make the Authority aware that the Supervisors are agreeable to working with the Authority.  Solicitor Cassidy reviewed the email from Robert Anspach, PennPRIME, and felt he needed some clarification on whether the Ten Thousand Dollars ($10,000.00) pertains to the wage limit or premium amount.  Rick stated that when the Authority discusses things further they shall inform the Supervisors of what is concluded.  The Authority directed Joy to contact Mr. Anspach with Solicitor Cassidy’s questions and to report back to the Authority.  Joy also reported that she inquired with Barb Martin, Murray Securus, and Ms. Martin said she couldn’t present a price proposal, due to the Operators being Township and WHWA employees and the Township having a policy with PennPRIME.  The different insurance agencies may fight to find whether the incident was caused by the WHWA or ETSA work.  Due to it being such a grey area, Ms. Martin could not present a price proposal.

Doug reported that Jerry and Fred met with Linda Fox, Weinhold, Nickel & Company, LLP, regarding the vehicle usage policy.  Jerry drove a Ford Ranger over to Ms. Fox’s office so she could take a look at the vehicle.  Ms. Fox also said they do not need to record the time so the Operators discontinued recording that.    In addition, the Ford 550 falls in the weight class that the Operators are not required to record the mileage and Doug reported that they discontinued tracking the mileage.  Ms. Fox concluded the discussion saying she will have to do more research on whether the mileage will need to be recorded for the Ford Rangers.

The Authority reviewed and discussed the 2012 Audit.  Fred inquired whether the Authority should increase the rates due to the operating loss for 2012.  Gary said he will review everything and report back to the Authority.

The Authority decided to discontinue the Pennsylvania Municipal Authorities Association (PMAA) membership, due to the 2013 membership fee of Two Hundred Dollars ($200.00).  Gary reported that he is a member of PMAA and is current with all of the updates.

Doug reported that the water leak at Edward Wance’s property, 724 School Lane, was repaired.  The damaged landscaping was repaired and a record drawing was created of the new water line.

The Operators plan to attend a class on Monday, May 13, 2013, called Disinfection Byproducts Rules Stage 2.  The class will go over the Department of Environmental Protection’s (DEP) most recent regulations.

Solicitor Cassidy reported that he contacted Randy Hielman, Lancaster County Planning Commission (LCPC), and discovered that Mary Gattis has left the LCPC and she was in charge of having the Wellhead Protection Plan Ordinance created.  Mr. Heilman is planning to have a meeting with all of the municipalities involved in June to discuss the plan of action here on out.  Mr. Heilman is not confident whether he can assist in the Ordinance creation.  Fred reported that he would like to have things finalized.  The Authority directed Solicitor Cassidy to communicate with Mr. Heilman and the other Municipalities to come up with an action plan to have things finalized.

Solicitor Cassidy reported that the Easements for the Peters Road Industrial Lots, 189 Peters Road, are being worked through.  When everything is in place, Fred will be able to sign the Norfolk Southern Railroad Agreement, due to the motion that was made previously.

Gary reported that Thomas, Shellen, and Janet Weaver, 676, 680, and 684 West Main Street, have reached an Agreement with Newholl Partners LP, 662 West Main Street, to have the water line installed in their front yard.  Newholl Partners LP will be submitting Plans in the near future.

The delinquent accounts were reviewed in the amount of $182.12.

The receipts for April were reviewed in the amount of $17,178.02.

Gene made a motion to approve the disbursements of checks #3345 - 3358 in the amount of $6,205.40, which includes the May payroll taxes.  Jim seconded the motion and all voted yes.

Meeting adjourned at 6:42 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

 

Chairman Fred Wissler called the April 11, 2013 meeting of the Western Heights Water Authority to order at 6:00 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Tony Gay and Glenn Dissinger. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Gene made a motion to approve the March 14, 2013 minutes.  Tony seconded the motion and all voted yes.

Thomas and Shellen Weaver, 676 West Main Street, were present to discuss the public water connections for 676, 680, and 684 West Main Street.  Mr. Weaver reported that they had to repair the commercial building at 684 West Main Street which is beside Sheetz, 698 West Main Street, when his father passed away.  In October 2012, NewHoll Partners, 662 West Main Street, asked for an Easement to run the public water line through the front of their properties.   Mr. Weaver reported that his mother is currently ill and connecting to the public water system would create a financial hardship for her.  NewHoll Partners offered to contribute funds to help pay for the Tapping Fees but it wouldn’t cover the entire expense.  Mr. Weaver explained that their plans are to eventually fix up the commercial building at 684 West Main Street and then to rent it out to it’s fullest capacity which will help them financially.  He reported that they currently have wells that are functioning properly.  Mr. Weaver reported that the wells were there when the properties were purchased in 1974 and they use salt and an ultra violet light for treatment of the wells.  Mr. Weaver requested that the Authority defer the water connections for all three (3) properties until they build up capital and are able to afford it.  They hope to be able to afford the Tapping Fees after the commercial building is fixed and is rented out to its fullest capacity.  The Authority said they will take their request into consideration.  NewHoll Partners is saying that they have to move a couple of utility poles if they go through the Pennsylvania Department of Transportation (PennDOT) Right of Way.  Mr. Weaver explained that he will find out which poles and where the PennDOT Right of Way is located.

Solicitor Cassidy reported that he and Gary met with Danny Lapp (Peters Road Industrial Lots (PRIL), 189 Peters Road), and his consultants to discuss that the gas line needs to be addressed on the Easements.  The Easement language must be revised.  Gary and Solicitor Cassidy were clear to Mr. Lapp’s consultants that there were issues that needed to be resolved.  The issues are now being handled and the Easements will be revised.  The Authority reviewed the letter dated March 28, 2013 from PPL Electric Utilities which states the request from David Miller/Associates, Inc to provide additional information on the request from PPL Electric Utilities that the water and sewer lines proposed within the Musselman Easement be located a minimum of twenty-seven feet (27’) laterally from the PPL electric transmission poles existing on the site.  PPL requires that underground pipelines running parallel with their electric transmission lines are installed a minimum of twenty feet (20’) from the outermost overhead transmission conductor so that there is an adequate safe work area for installation and maintenance of the underground facilities, and that OSHA clearances for unqualified electrical workers and equipment near energized power lines are met.  The outermost overhead electric conductor on this particular line is on an arm which extends seven feet (7’) from the pole, hence their request that the water and sewer lines be located a minimum of twenty-seven feet (27’) laterally from the pole.

Joy reported that the Authority doesn’t currently have a Worker’s Compensation Insurance policy in place.  In 2005 when the insurance policy was transferred to JA Maurer, the Worker’s Compensation Insurance Policy was erroneously cancelled.  After some discussion, the Authority directed Joy to research who issues the Township’s Workers Compensation Insurance Policy and to get a price proposal for the coverage.

Vertex Mechanical completed the work to change the antifreeze to Propylene Glycol at 714 Walnut Street and 838 Walnut Street.  Jim made a motion to approve reimbursing the two (2) property owners when they submit the invoices in the total amount of Two Thousand Eight Hundred Thirty-One Dollars and Eighty-Six Cents ($2,831.86).  Gene seconded the motion and all voted yes.

Gary reported that he completed the Utility Relocation Questionnaire and Permit Application that PennDOT requested for the South Route 23 Project.  Glenn made a motion to approve the signing of the Utility Relocation Questionnaire and Permit Application.  Jim seconded the motion and all voted yes.

Jerry reported that there was a water leak at Edward Wance’s property, 724 School Lane.  The Operators repaired the water leak under the drive way by installing a new line.  The Operators have landscaping restoration repairs to complete.  Jerry explained that he will complete a drawing so the line is documented.

Solicitor Cassidy reported that he will mail a letter to the Lancaster County Planning Commission to get an update on the Wellhead Protection Plan Ordinance sample that they were going to create.

Fred reported that he will take one (1) of the Ford Rangers to Linda Fox, Weinhold, Nickel & Company LLP, so they can discuss the Vehicle Usage policy letter that she submitted.

The delinquent accounts were reviewed in the amount of $182.12.

The receipts for April were reviewed in the amount of $4.34.

Jim made a motion to approve the disbursements of checks #3331 - 3344 in the amount of $6,418.36, which includes the April payroll taxes, the first quarter PA Tax, and the first quarter EIT Tax.  Tony seconded the motion and all voted yes.

Meeting adjourned at 6:58 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

Chairman Fred Wissler called the March 14, 2013 meeting of the Western Heights Water Authority to order at 6:05 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Tony Gay and Glenn Dissinger. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Jim made a motion to approve the February 14, 2013 minutes with the correction made to paragraph five (5), first (1st) sentence which should read: Doug reported that the anti-freeze in the Geothermal Wells near the Well House can be replaced.  Gene seconded the motion and all voted yes.

The letter dated February 27, 2013 from the Pennsylvania Department of Transportation (PENNDOT) was reviewed by the Authority.  The highway of State Road 23, Section 027 resurfacing and drainage improvements project has a letting date that has been changed to June 20, 2013.  All relocation documents and plans must now be received by their office on or before April 15, 2013.  In addition to the schedule change, sheet seventeen (17) has been amended to include the addition of two (2) new twelve inch (12”) thermoplastic pipes and inlets between station 422 (Ann Road) and station 425 (Glenola Drive).  The new pipes are not expected to have an impact on the existing utilities.

Weinhold, Nickel & Company, LLP submitted a letter dated March 13, 2013 which outlines how the Authority can create a Vehicle Usage Policy which will be in compliance with the IRS regulations.  After some discussion, Fred stated that he will communicate with Linda Fox to discuss item 3 for  meeting the exception for a qualified non personal use vehicle section which reads: “A pickup truck or van with a loaded gross vehicle weight not exceeding fourteen thousand (14,000) pounds, if it meets special requirements:  For a pickup truck to qualify, it must fall within one of the following two (2) categories: 3a The vehicle is clearly marked with permanently affixed decals or with special painting or other advertising associated with the employer’s trade or business and is equipped with at least one of the following: a hydraulic lift gate, permanently installed tanks or drums, permanently installed side boards or panels materially raising the level of the sides of the bed of the pickup truck, or other heavy equipment, such as an electric generator, welder, boom or crane used to tow automobiles and trucks.  3b The vehicle is clearly marked with permanently affixed decals or with special painting or other advertising associated with the employer’s trade or business; is actually used primarily for transporting a particular type of load other than over the public highway in connection with construction, manufacturing, farming or other similar operations; and the vehicle has been significantly modified for such use.”  Linda Fox states in her letter that using the above criteria, the Ford F550 thus would be classified as a “qualified non-personal use vehicle”.  As such, it would be exempt from the substation methods.  In reviewing the use of the Ford Rangers, they would not meet the criteria to be classified as a “qualified non-personal use vehicle” and would require adequate substation.

Doug reported that he contacted Jerry Horst, the builder of the houses along Winding Lane, regarding their geothermal wells.  Mr. Horst informed Doug that all (including the town houses on the north side of Walnut Street except one house on the street) do have geothermal wells.  There is a total of ten (10) or more wells.  Mr. Horst explained that JK Mechanical was the installer of the wells.  Doug then called JK Mechanical and they confirmed that the houses have Propylene Glycol, which eliminates the Authority’s concern because it is not hazardous.

Doug presented two (2) proposals to have the methanol fluid replaced in the two (2) geothermal wells near the Well House.  Vertex Mechanical’s proposals to change the antifreeze to Propylene Glycol will cost Two Thousand Eight Hundred Thirty-One Dollars and Eighty-Six Cents ($2,831.86) and for Denatured Ethanol will cost Two Thousand One Hundred Nine Dollars and Ninety-Six Cents ($2,109.96).  Doug suggested the Propylene Glycol because it is a non-hazardous fluid.  The Authority agreed that Propylene Glycol is best.  Solicitor Cassidy advised that it is best to have the property owners contact Vertex Mechanical to have the work completed and they should also pay the bill so the Authority is not responsible for any liabilities. The Authority discussed that they are agreeable to reimburse the property owners for the work.  Fred stated that he will speak with the property owners and give them the educational material that Vertex Mechanical provided and the Propylene Glycol proposal.

Solicitor Cassidy reported that Lancaster County Planning Commission is in the process of creating an Ordinance for all Municipalities involved with the Wellhead Protection Plan to review.  The individual that was in charge of this was out on medical leave but will be returning shortly.

Gary reported that Thomas and Shelleen Weaver, 676 West Main Street, understand that when Newholl Partners LP, 662 West Main Street, dedicate the proposed water line extension, 676, 680, and 684 West Main Street will need to connect to the public water system.  The consultant for Newholl Partners LP is looking into what it will cost if they extend the water line in the PENNDOT Right of Way and they have been informed of the pending PENNDOT project along State Road 23 and that it may impact their highway occupancy permit.

Solicitor Cassidy reported that he created an Agreement for Peters Road Industrial Lots (PRIL), 189 Peters Road, and DAJOS Properties LLC as being responsible to meet all of Norfolk Southern Railroad’s requirements.  The Norfolk Southern Railroad Agreement along with the Agreement Solicitor Cassidy created will be provided to PRIL for execution and when the Easements from the neighboring properties are received, he advised that the Authority can sign the Norfolk Southern Agreement.  Gene made a motion to conditionally approve Fred signing the Norfolk Southern Agreement contingent upon when the DAJOS Properties LLC and Danny Lapp signing the Agreement and Norfolk Southern Agreement and when the easements for the neighboring properties are signed and received by the Authority.  Glenn seconded the motion and all voted yes.

The delinquent accounts were reviewed in the amount of $182.12.

The receipts for March were reviewed in the amount of $1,071.18.

Jim made a motion to approve the disbursements of checks #3318 - 3330 in the amount of $5,593.38, which includes the March payroll taxes.  Tony seconded the motion and all voted yes.

Meeting adjourned at 7:15 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

Chairman Fred Wissler called the February 14, 2013 meeting of the Western Heights Water Authority to order at 6:03 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard and Tony Gay. Also present were Doug Snader (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Gene made a motion to approve the January 10, 2013 minutes.  Tony seconded the motion and all voted yes.

The second (2nd) and final payment for the 2012 Urban Enhancement Fund Grant was received on January 18, 2013 and the grant was closed as of December 31, 2012 for the Denitrification Well #5 and Improvements Project.

The letter dated January 22, 2013 from the Pennsylvania Department of Transportation (PennDOT) was reviewed by the Authority.  The highway of South Route 23, Section 027 resurfacing and drainage improvements project has a letting date of August 29, 2013.  The relocation documents and plans must be received on or before May 30, 2013.  The letter authorizes the Authority to proceed with the preliminary engineering on the subject project.  The authorization includes transportation and labor for field engineering, preparation of plans, specifications and estimates and other related preparatory work in advance of physical construction operations.  The proposed construction consists of a three and a half inch (3.5") overlay with a three and a half inch (3.5") milling in the selected areas.  The utility is to conduct their own review of the project to identify specific impacts or conflicts with their facilities to insure all manholes, valves and valve boxes are at or within half inch (1/2") of existing grade prior to the start of construction.  Physical work on the actual adjustment or relocation of affected facilities may not be started prior to the receipt of PennDOT's specific authorization to proceed with physical work.  The costs for the work performed and materials furnished to accommodate highway design and construction may be reimbursable to the extent provided by applicable State Highway Laws.  In the event the Authority requires the service of an engineering consultant to design this relocation, a letter proposal prepared in accordance with Section 3.3 of Design Manual Part 5 shall be submitted to PennDOT within fifteen (15) days for approval.  Should the Authority intend to use a consultant engineer under the terms of an existing continuing contract, a copy of the contract is also required.  The submission shall include the method of payment and the estimated total engineering cost as defined by the consultant the Authority selects, along with a statement that the Authority is not adequately staffed to perform the required engineering.  The Authority's assurance that the consultant is professionally qualified to perform the necessary engineering is also required.  Any costs incurred by a consultant engineer prior to PennDOT's approval for the use of a consultant may not be eligible for reimbursement.  The Authority directed Gary to prepare the necessary paper work.

Doug reported that the anti-freeze in the Geothermal Wells near the Well House can be replaced.  The Authority directed Doug to contact Jerry Horst, who was the builder of the houses along Winding Lane and the townhouses along Walnut Street, to find out if any of the rest of the houses have Geothermal Wells.

Solicitor Cassidy reported that Randy Heilman, Lancaster County Planning Commission, will provide sample Ordinances for the Wellhead Protection Plan.

The Authority discussed that the user rates will stay the same.

Solicitor Cassidy received the Norfolk Southern Agreement for Peters Road Industrial Lots, 189 Peters Road, and he and Gary have sixty (60) days to review the Agreement.  Solicitor Cassidy will provide a copy to Daniel Lapp's consultants for review.  Mr. Lapp will need to obtain Easements from the neighboring properties.  PP&L Electric Utilities doesn't want the public water utilities within twenty-seven (27) feet of the poles.

Doug reported that EchoData Group, 121 North Shirk Road, has a fire pump leaking five (5) gallons per minute.  They are currently working to repair the leak and will use less water once the repair is completed.

Gene made a motion to approve the disbursements of checks #3303 - 3317 in the amount of $3,923.85, which includes the February payroll taxes.  Jim seconded the motion and all voted yes.

Meeting adjourned at 6:30 pm.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer

 

 
Solicitor Cassidy called the January 10, 2013 meeting of the Western Heights Water Authority to order at 6:03 p.m.  Present were Fred Wissler, Gene Neidermyer, Jim Leonard, Glenn Dissinger and Tony Gay. Also present were Jerry Brackbill (Operator), Gary Martin (Engineer), and Bill Cassidy (Solicitor).

Solicitor Cassidy asked for nominations for the following officers:

Chairman:  Gene nominated Fred Wissler, Glenn seconded and all voted yes.

Vice-Chairman:  Tony nominated Eugene Neidermyer, Jim seconded and all voted yes.

Secretary:  Fred nominated James Leonard, Gene seconded and all voted yes.

Treasurer:  Fred nominated Glenn Dissinger, Tony seconded and all voted yes.

Assistant Treasurer:  Gene nominated Tony Gay, Fred seconded and all voted yes.

Appointed Secretary/Treasurer:  Fred nominated Joy Oberholtzer, Jim seconded and all voted yes.

Appointed Assistant Secretary/Treasurer:  Fred nominated Brenda Becker, Jim seconded and all voted yes.

Solicitor:  Gene made a motion to appoint Solicitor William Cassidy of Appel & Yost, Jim seconded and all voted yes.

Engineer:  Fred made a motion to appoint Gary Martin of Gannett Fleming, Gene seconded and all voted yes.

AuditorFred 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, Gene seconded and all voted yes.

Tony made a motion to approve Gannett Flemings 2013 Engineering Service Rate Table which reflects a one and a half (1 ½) to two percent (2%) increase.  Jim seconded the motion and all voted yes.

Solicitor Cassidy then turned the meeting over to Chairman Fred Wissler for the regularly scheduled monthly meeting at 6:06 pm.

Jim made a motion to approve the December 13, 2012 minutes.  Gene seconded the motion and all voted yes.

Jim made a motion to approve the one point seven percent (1.7%) wage increase which will be effective for the January wages.  Gene seconded the motion and all voted yes.

Jim made a motion to approve the Vehicle Usage Policy as follows:

The company vehicle mileage shall be recorded in the following instances and are not billable:

 -When vehicles are used for Authority purposes, including leaving the Authority’s jurisdiction (i.e. when parts need to be picked up at a store).

-The vehicles may be taken to and from home on a daily basis to facilitate handling emergencies and answering call outs.

-The vehicles may be taken to and from home for commuting purposes.

-The vehicles may be used for personal appointments during the work day (when sick time is used) when a personal vehicle is not available on the job site (i.e. Doctor appointments).

The company vehicle mileage shall be recorded and are billable charges in the following instances:

-When doing work/business for other political entities or businesses.

-After normal working hours in the event that a vehicle is absolutely needed and personal vehicles aren’t available, the vehicle may be used.  Mileage shall be recorded as a benefit to the employees and shown on their paychecks.  Glenn seconded the motion and all voted yes.

Gary presented the 2013 Agreement for Professional Consulting Engineering Services to the Authority.  Solicitor Cassidy reported that he recommended some changes in the contract, which included an increase in insurance.  Gannett Fleming Inc. agreed with the changes and made the appropriate revisions.  Jim made a motion to approve the revised 2013 Agreement for Professional Consulting Engineering Services.  Glenn seconded the motion and all voted yes. 

Solicitor Cassidy reported that he revised the Developer’s Agreement and Gary will need to review the revisions.  The Agreement shall only be used as a template because every project may have different situations, therefore the Agreement may need to be altered.

Solicitor Cassidy received the Norfolk Southern Agreement for Peters Road Industrial Lots, 189 Peters Road, and he and Gary are in the process of reviewing it.  Solicitor Cassidy is continuing to work on the Agreement that Danny Lapp will need to sign which imposes on the developer and his contractor the primary responsibilities for meeting Norfolk Southern’s requirements.

The generator is now working and the Well 5 project is completed.  The 2010 Urban Enhancement Fund Grant is in the process of being closed.

Gary met with the consultant for John Sauder, 875 West Main Street.  Mr. Sauder is planning to build an addition to the current dealership.  Mr. Sauder’s plan is to hook up to the public water system.  Gary explained to Mr. Sauder’s consultant that the Tapping Fees for 5.5 EDUs are waived due to the land Mr. Sauder contributed to the Authority for the Well House expansion.

The Tapping Fee calculations now must use the recently published 2010 Census information (prior used 2000 Census) which negatively impacts Earl Township because the 2000 Census had 3.06 persons per household and the 2010 Census has 2.89 persons per household.  This lowers the Tapping Fee calculation for the average EDU from 199 to 188 gallons per EDU.  The Authority chose not to adjust the Tapping Fee for 2013.

The receipts for December were reviewed in the amount of $13,181.42.

Gene made a motion to approve the disbursements of checks #3287 - 3302 in the amount of the $5,432.54, which includes the January payroll taxes, the fourth quarter PA Tax, and the fourth quarter EIT Tax.  Jim seconded the motion and all voted yes.

Meeting adjourned at 6:45 p.m.

Respectfully submitted,

Joy M Oberholtzer, Appointed Secretary/Treasurer