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MINUTES FROM THE AUGUST 20, 2003 MEETING OF THE HAMBURG MUNICIPAL AUTHORITY The meeting of the Hamburg Municipal Authority was held this evening at the Hamburg Municipal Center with Chairman Steve Smith presiding. Members Present - Stephen A. Smith, David A. Fink, Stanley E. Dietrich, Roger G. Kuhns Members Absent – None Also Present – Edward Siminitus-Hamburg Center, Tim Wilhelm-Hamburg Center, Gregory T. Unger-SDE, Charles F. Fitzpatrick-Solicitor, Lynda G. Albright-Borough Manager, Keith L. Brobst-Superintendent, Denise L. Clare-Secretary A motion was made by Stan Dietrich and seconded by Roger Kuhns to approve the July minutes as presented and written. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None VISITORS Hamburg Center-Ed Siminitus and Tim Wilhelm were in attendance regarding the agreement for a permanent hookup to the water system. Copies were sent to members prior to meeting for review. Charles Fitzpatrick went over several points in the agreement. Hamburg Center will be allowed 50,000 gallons per day. The total for the tap-in fees is $350,700. There will be a cash payment of $180,000 and $170,700 credit from the return of sewer capacity. Hamburg Center will restore the tank to full service and is not included as part of the tap-in fee. A booster pump must be installed and maintained by Hamburg Center to increase pressure. Hydrants must be flushed semi-annually. Greg Unger recommended that a bypass be installed and used for emergencies. The Authority will be allowed to use the water from the tank with Hamburg Center’s approval in case of an emergency. Keith Brobst asked Tim Wilhelm for a quick overview of how the tank works. Tim Wilhelm stated that bids are being accepted now for the tank to be cleaned, sanitized and painted inside and out per DEP regulations. The tank will then be filled and night by the booster pump and stirred daily. 25% of the water must be used each day to prevent stagnation. The Hamburg Center pool can be filled each year as necessary without being charged additional tap-in fees. Paragraph 10- #5 is incorrect. The breakdown should be 0-2,000 $3.25/100, 2,001-20,000 $3.05/100 and 20,001 and up $2.90/100. Hamburg Center is to pay the same rates as all other water customers. 30 days written notice must be given to Hamburg Center prior to a rate increase. Lynda Albright asked about how this would be done since the rates are usually put in place at the December meeting effect with the January 1 billing. Hamburg Center gets a bill January 1 so rates will have to be set put in place at the November meeting to accommodate this. Charles Fitzpatrick asked how Hamburg Center bills get paid. Are they paid on time? The billing clerk stated that Hamburg Center’s payments are not on time. Does Hamburg Center pay late fees? The state does not pay late fees. It was asked if the bills could be sent out early. This would have to be done manually. Greg Unger recommended giving a 60 day due date for Hamburg Center. Charles Fitzpatrick stated that he would not change the due date but send the bill out 15 days early. Charles Fitzpatrick recommended changing the agreement to state that the bills are due in 45 days. There will be no penalty if paid late but Hamburg Center would be in default of the agreement. 5 riders will be attached to the permanent agreement. A motion was made by Stan Dietrich and seconded by Dave Fink to approve the agreement subject to the change being made to the rates and 45 days to pay being added. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Charles Fitzpatrick will change the agreement, get signatures and send to Hamburg Center. An invoice for $180,000 is needed for Hamburg Center to get the payment released. A motion was made by Stan Dietrich and seconded by Dave Fink to execute any and all documents for the permanent water agreement subject to Charles Fitzpatrick’s approval. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None The Trustee Treasurer’s, Administrative Treasurer’s and Sewer B,R, & I reports were reviewed. ACCT. # Account Name Bal.-Jun.-03 Credits Debits Bal.-Jul.-03 1576025802 Water-1995 Settlement Fund $ 0.00 $ 0.00 1576025820 Water-1995 Revenue Fund $ 0.00 $ 0.00 1576025839 Water-1995 Debt Service $ 168.54 $ .06 $ 168.60 1576025848 Water-1995 Debt Ser. Res. Fund $228,095.18 $ 88.37 $228,183.55 1576025857 Water-1995 B, R, & I $422,160.37 $ 163.57 $8,104.22 $414,219.72 1576025866 Water-1995 Rebate Fund $ 0.00 $ 0.00
HAMBURG MUNICIPAL AUTHORITY OPERATING WATER/SEWER ACCOUNT ACTIVITY July 1, 2003 to July 31, 2003 Water Revenue Account – Balance on July 1, 2003 $162,377.55 Water Sales/Penalties $ 68,288.25 Cert Fees, Constable Fees, Final Fees $ 900.38 Interest $ 105.31 Water Tap-In Fees & Costs $ 6,300.00 Miscellaneous $ 2,541.37 $ 78,135.31 $ 240,512.86 Less Paid Out $ (22,268.85) Balance in Treasury – July 31, 2003 $ 218,244.01 ________________________________________________________________________________________________________ Fire Hydrant Account – Balance on July 1, 2003 $ 103,322.73 Fire hydrant fees/penalties $ 2,102.88 Interest $ 3.25 $ 2,106.13 $ 105,428.86 Balance In Treasury – July 31, 2003 $ 105,428.86
Sewer Revenue Account – Balance on July 1, 2003 17,018.80 Sewer Rentals/Penalties $ 50,145.41 WTMA Rentals/Penalties $ 18,037.65 Interest $ 105.13 Sewer Tap-in Fee $ 4,500.00 Boro Use of Sewer Equipment $ 350.00 Miscellaneous $ 44.52 $ 73,182.71 $ 90,201.51 Less Paid Out $ (45,052.70) Balance in Treasury – July 31, 2003 $ 45,148.81 BOROUGH TREASURER
SEWER BR & I ACCOUNT AUTHORITY MEETING AUGUST 20, 2003
CHECKING ACCOUNT - BALANCE IN CHECKING 7/1/03 $ 918,734.84 INTEREST $ 1,240.67 $ 919,975.51
BALANCE IN CHECKING 7/31/03 $ 919,975.51 LYNDA G. ALBRIGHT, BOROUGH MANAGER
A motion was made by Dave Fink and seconded by Roger Kuhns to approve the Trustee Treasurer’s, Administrative Treasurer’s and Sewer B,R, & I reports as presented. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None HAMBURG MUNICIPAL AUTHORITY ENGINEER'S REPORT August 20, 2003
SANITARY SEWER SYSTEM · SEWAGE TREATMENT PLANT ISSUESFlows at the plant have returned to normal since the recent storm events. Treatment is within normal parameters. The MCC repairs were completed. Systems Design Engineering, Inc. is coordinating the insurance reimbursement. Systems Design Engineering, Inc. and Keith Brobst will discuss security issues at the meeting. · CORRECTIVE ACTION PLANThe Corrective Action Plan was submitted to PA DEP for approval. Systems Design Engineering, Inc. will present an update at the meeting. · MID-ATLANTIC CANNERS
WATER SYSTEM
HAMBURG CENTER
Greg Unger stated that we should receive an answer on the Corrective Action Plan in the next 15 days. Lynda Albright asked about the 8" main installation being proposed for St. Mary’s Rectory. It was understood that they would be tying the Rectory into sewer. Now it’s been changed to put in an 8" main for future development of the 5 acres plot which is up for sale. Greg Unger stated that they can put the main in but it cannot be added to with additional units at this point. It can be installed after the tap-in fee is paid. Greg Unger stated that MACA had 500 gallons of sugar spill into the system. Greg Unger will have to write them up for this. Charles Fitzpatrick requested doing a new agreement for an increase for MACA’s BOD. Greg Unger agrees with this. MACA wants to increase their load from 700 to 900 and are to be given a number by the end of the year and to Tilden as well. SOLICITOR’S REPORT Charles Fitzpatrick reported that the title search for the mountain land for sale aside of well 5 was done. There is no road frontage or easements for access. At this point, it shows that there is no access to the property owned by Nevin Bailey. There was discussion on how to proceed. A motion was made by Stan Dietrich and seconded by Roger Kuhns to direct Charles Fitzpatrick to get a hold of the realtor and offer $2,000/acre and notify the realtor that there is no access to the property. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None BOROUGH MANAGER’S REPORT The police department caught several people swimming recently. The people stated that they have been doing this for years. This is not allowed, letters were sent and next time they will be fined. Additional personnel will be needed for sewer inspections when we start in the Borough. Keith Brobst had an idea of sharing service with the Borough after the inspections are complete. The Authority would only be billed for time spent on Authority work. The personnel committee asked if there were any specifications needed for the job. All that is needed is their own transportation and a valid drivers license. Greg Unger stated that this person would be used like the road crew. Roger Kuhns asked if this would be a full time position. Lynda Albright state that it would be because the manpower is needed. This person would also be cheaper because the would be considered a laborer and not an operator. Lynda Albright received a request from Fannie Mae on behalf of Barry Slabik, realtor, regarding the foreclosed property at 218 Washington Street. The current amount due for water/sewer is in excess of $10,000 and they are seeking a reduction. Lynda Albright read the following letter that was received: It is our understanding that there is outstanding water bill against this property in the amount of $10,169.68, dating back to 1999. We would like the opportunity to come before the Board for the Borough of Hamburg to try to get this water bill reduced. Please allow our broker, Barry Slabik with Remax of Reading to represent Fannie Mae before the Board to discuss any reduction in the water bill. Fannie Mae became owner of this property on 6/19/03 by virtue of a foreclosure sale. Thank you for any and all consideration you can give to have this water bill reduced. Sincerely, /s/ Bridget S. Angus Asset Recovery Specialist Fannie Mae Steve Smith and Dave Fink feels there is no reason to waive any part of the bill. They should come before the Board and state why they need a reduction. It is not fair to other customers. Charles Fitzpatrick stated they we can go back 3 years and file a claim. Greg Unger recommended waiving the penalty if paid in 60 days. A motion was made by Dave Fink and seconded by Stan Dietrich to waive the penalty on the outstanding bills for 218 Washington Street if the balance is paid in full in 60 days. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None At this time, the street work bids were opened: EJB Paving & Materials $13,839.00 Windsor Service $11,565.54 Lynda Albright stated that the bids need to be rejected because the numbers are wrong. This work should be under $10,000 which would not have to be bid but 3 telephone quotes would be needed. A motion was made by Dave Fink and seconded by Roger Kuhns to reject the street work bids. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None A motion was made by Roger Kuhns and seconded by Dave Fink to rescind the last motion. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Lynda Albright will contact the paving companies and find out what is going on. The work should be completed this year yet. SUPERINTENDENT’S REPORT Water & Wastewater Superintendent’s Report July 2003 Wastewater The motor control centers damage in the burglary a month ago have been replaced and are operational. There were few problems during the period the power was off for the repairs. Heavy rain the week of the 21st raised the water level in the aeration tanks which made it difficult to operate the mechanical aerators and toward the end of the week they would not run at all and we had several exceptions to the discharge parameters. That week we had 2 by-passes at the main pumping station and the Edenburg and Ridge Lawn Stations were surcharged most of the week. The proper authorities were notified and reports were filed. In spite of the heavy rain the following week there were no more problems with the discharge.We hauled a significant amount of sludge as liquid while the power was down in an attempt to keep odors from the aerobic digester to a minimum. We also hauled several loads of anaerobic sludge due to a clogged digester feed line and a broken valve. The line is now open and the valve has been replaced. Connection inspections have been performed in the majority of homes in Windsor Township and we expect to complete the project in the next few weeks. Water The new turbidity recorder has been installed at the Water Filtration Plant. The rains of the 21st shut the plant down on high influent turbidity and we ran on wells for several days. In that time #1 filter repairs were completed and we are now totally on surface water. The high speed pick-up on the 8" water main from the reservoir failed and was replaced. Keith L. Brobst Water& Wastewater Superintendent Keith Brobst stated that the new chart recorder has been installed and is in use. Tony LaScala is happy with it so far.BILLS & REQUISITIONS Requisition # 274 Water B, R, & I $ 10,091.62 Gannett Fleming I-78 Engineering Costs Requisition # 155 Sewer B, R, & I $ 30,647.00 Denney Electric Supply MCC Panel Requisition # 156 Sewer B, R, & I $ 929.44 Hamburg Municipal Authority Reimbursement for Truck Equip. Requisition # 157 Sewer B, R, & I $ 2,400.00 Video Pipe Services Edenburg Collection System A motion was made by Stan Dietrich and seconded by Roger Kuhns to pay the bills and requisitions as presented. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None HAMBURG MUNICIPAL AUTHORITY BILLS TO BE PAID AUGUST 20, 2003 AT & T s-monthly phone lease $14.55 AT & T w-monthly telephone bill 83.55 Barley, Snyder w-257.70-s-342.30 600.00 Borough of Hamburg w-120.30-s-136.09 256.39 Burkhardt Mechanical w-repair dehumidifier 569.32 EMR Power Systems, LLC s-service generator 749.76 Earthlink Inc. s-monthly internet service 23.95 Eastern Environmental s-replace valve 1,652.00 Ehrlich Co. Inc. s-monthly pest service 34.00 Ehrlich Co. Inc. s-quarterly pest service 84.00 Innovative Resource Group w-133.13-s-133.13 266.26 Koletar, Stephen H. w-constable fees 37.50 Koletar, Stephen H. w-constable fees 75.00 Kuzan’s True Value w-69.78-s-9.49 79.27 L/B Water Service Inc. w-high speed pickup 471.08 Liquid Motion Inc. s-haul sludge 5,425.00 Met-Ed w-2145.63-s-7413.34 9,558.97 Mountain View Supply w-91.11-s-88.99 180.10 PA One Call System, Inc. w-11.88-s-11.87 23.75 PPL Gas Utilities s-monthly utility bill 374.66 Parson Environmental Products s-manhole riser 661.39 Pendergast Safety Equipment s-02 sensor 177.41 Penn Fuel Propane w-propane 202.28 Penn Pride, Inc. w-78.24-s-60.95 139.19 Pro Compressor w-install new diaphragm 343.07 Reading Eagle Co. w-ad publication 163.50 Reading Electric s-replace comminutor motor 374.89 Reider, MJ Associates w-laboratory testing 447.00 Reider, MJ Associates s-laboratory tests 240.00 Sam’s Club s-supplies 7.86 Systems Design Engineering, Inc. w-882.09-s-9985.53 10,867.62 Traffic & Pump Solutions s-new sump pump 790.10 Traffic & Pump Solutions s-replace pump seal 412.64 Triangle Communications s-install radio in new truck 139.91 Univar USA Inc. s-liquid chlorine 1,366.66 Verizon w-184.08-s-229.10 413.18 Waste Management of SE PA s-waste removal 1,080.14 Wertley Machine Shop s-cut pipe 275.00 Zee Medical Service Company s-restock medical cabinet 30.50
TOTAL $38,691.45
Bills To Be Paid total water $ 6,366.24 total sewer $32,325.21 Bills Paid During The Month total water $16,292.08 total sewer $28,608.16
Grand Total For Approval total water $22,658.32 total sewer $60,933.37 $83,591.69 PREPAID INVOICE LIST Borough of Hamburg w-197.80-s-300.28 $498.08Verizon w-74.59-s-228.56 303.15 Enter.net w-internet service 172.70 Hach Company s-supplies 356.70 Process Masters s-polymer 2,666.60 Brobst, Keith L. s-Norton upgrade and renewal 46.94 Clare, David A. w-meter reader 218.40 Miller, Ann M. w-meter reader 118.95 Page, Anne L. w-meter reader 195.65 Hamburg Municipal Authority s-utility bills 821.82 Borough of Hamburg w-transfer w/s funds to trash 70.31 Petty Cash s-petty cash 11.33 Postmaster of Hamburg w-124.77-s-124.77 249.54 Borough of Hamburg w-15118.91-s-23801.16 38,920.07 TOTAL $44,900.24 NEW BUSINESS Stan Dietrich reported that there is a trailer parked on the old Degler parking lot and it appears that someone is living there. Lights are on at night and there are several propane tanks connected to it. Lynda Albright stated that this will be taken care of because it appears that the Borough may own half of the lot and the trailer would have to be moved anyway. OLD BUSINESS Stan Dietrich stated that since the hydrant painting was not going to be done this year perhaps we could hire a few high school graduates to do it. Charles Fitzpatrick thought that maybe a group could do it as a civil labor project and may be able to have it done for free with only having to purchase the supplies. Roger Kuhns asked about the new employee. Will they be 50% Authority? Is the definitely going to happen? Roger Kuhns wondered were this is at this point. Greg Unger stated that the CAP needs to be approved and then we will proceed from there. Roger Kuhns stated that the employee should get paid by the amount of time spent on Authority work and not a flat 50%. There being no further business, a motion was made by Roger Kuhns and seconded by Dave Fink to adjourn the meeting at 8:58 p.m. Attest: Denise L. Clare, Recording Secretary
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