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MINUTES FROM THE JULY 16, 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 – Jay Willis-Hamburg Center, Timothy Wilhelm-Hamburg Center, Gregory T. Unger-SDE, Charles F. Fitzpatrick-Solicitor, Richard W. Boyd-CouncilPresident (arrived 7:08 p.m.), Roy R. Heffner-Councilman (left 9:30 p.m.), 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 June minutes as written and presented. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None VISITORS Jay Willis and Tim Wilhelm from Hamburg Center were in attendance regarding the temporary and permanent agreements for water to the Center. Hamburg Center has asked that the temporary hookup be extended for another year. A new agreement for the permanent hookup was presented. Tim Wilhelm stated that there was a major leak on a 4" line which has been repaired and therefore daily usage has also gone down since that time. Mr. Wilhelm handed out meter readings since the leak was fixed showing the decreased usage and therefore the Center only wants to purchase 50,000 gpd which is less than first thought. An addendum will be added to the temporary agreement to make it permanent. The $180,000 cash is still set aside to pay some of the tapping fees and there will be a return of 95,000 gallons of sewer capacity. At this point, this is what Hamburg Center is offering for the water with no yearly payments or any further amounts owing. Charles Fitzpatrick stated that nothing has been received nor have we heard from Harrisburg in about 4 months. Charles Fitzpatrick stated that he is against extending the temporary agreement for another year. Charles Fitzpatrick stated that the proposal for the permanent hookup is acceptable. Charles Fitzpatrick feels that if the temporary agreement is extend for more than 60 days it may never become permanent. During this 60 days serious negotiations must be held. Greg Unger stated that the math works except for the $1.80/gallon figure which needs to be verified. More calculations we done and this amount if correct. Stan Dietrich asked if Harrisburg is going to be alright with this offer. Tim Wilhelm stated that it is better than the last proposal. A motion was made by Stan Dietrich and seconded by Dave Fink to not extend the temporary agreement for another year. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None A motion was made by Stan Dietrich and seconded by Dave Fink to extend the temporary agreement for 60 days from August 18, 2003 provided that Harrisburg propose a sound permanent agreement. The Authority will not extend the temporary agreement to allow for the conclusion of the permanent agreement. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None At this time, Tim Wilhelm and Jay Willis left the meeting. Roger Kuhns asked what will happen at the end of the 60- days if no proposal comes through. This will be discussed closer to that time.
The Trustee Treasurer’s, Administrative Treasurer’s and Sewer B,R, & I reports were reviewed. ACCT. # Account Name Bal.-May-03 Credits Debits Bal.-Jun.-031576025802 Water-1995 Settlement Fund $ 0.00 $ 0.00 1576025820 Water-1995 Revenue Fund $ 0.00 $ 0.00 1576025839 Water-1995 Debt Service $179,186.43 $ 80.86 $179,098.75 $ 168.54 1576025848 Water-1995 Debt Ser. Res. Fund $227,992.29 $ 102.89 $228,095.18 1576025857 Water-1995 B, R, & I $422,223.62 $ 190.55 $ 253.80 $422,160.37 1576025866 Water-1995 Rebate Fund $ 0.00 $ 0.00
HAMBURG MUNICIPAL AUTHORITY OPERATING WATER/SEWER ACCOUNT ACTIVITY June 1, 2003 to June 31, 2003 Water Revenue Account – Balance on June 1, 2003 $117,725.96 Water Sales/Penalties $ 47,255.58 Cert Fees, Constable Fees, Final Fees $ 927.50 Interest $ 82.57 Miscellaneous $ 22,981.00 $ 71,246.65 $ 188,972.61
Less Paid Out $ (26,595.06)
Balance in Treasury – June 30, 2003 $ 162,377.55 ________________________________________________________________________________________________________ Fire Hydrant Account – Balance on June 1, 2003 $ 101,129.65 Fire hydrant fees/penalties $ 2,189.33 Interest $ 3.75 $ 2,193.08 $ 103,322.73 Balance In Treasury – June 30, 2003 $ 103,322.73
Sewer Revenue Account – Balance on June 1, 2003 $ 2,361.16 Sewer Rentals/Penalties $ 83,747.95 WTMA Rentals/Penalties $ 1,152.02 Interest $ 148.26 Sewer Tap-in Fee $ 16,362.32 Boro Use of Sewer Equipment $ 825.00 $ 102,225.55 $ 104,586.71 Less Paid Out $ ( 87,567.91) Balance in Treasury – June 30, 2003 $ 17,018.80
BOROUGH TREASURER SEWER BR & I ACCOUNT AUTHORITY MEETING JULY 16, 2003
CHECKING ACCOUNT
BALANCE IN CHECKING 6/1/03 $ 946,443.68 INTEREST $ 1,260.89 TOTAL EXPENSES FOR JUNE APPLIED ANALYTICS $ 3,395.00 MANHOLE RESTORATION CO. $ 2,490.00 SYSTEMS DESIGN ENGINEERING, INC. $ 4,572.41 HAMBURG MUNICIPAL AUTHORITY $16,352.32 VIDEO PIPE SERVICES $ 2,160.00 $ (28,969.73)
BALANCE IN CHECKING 6/30/03 $ 918,734.84 HAMBURG MUNICIPAL AUTHORITY LYNDA G. ALBRIGHT, BOROUGH MANAGER
Stan Dietrich asked why the water miscellaneous figure was so high. Lynda Albright stated that it was a reimbursement from the operating account for the truck. Keith Brobst stated that the truck was in sewer not water. Lynda Albright will check into this for next month’s meeting. A motion was made by Dave Fink and seconded by Roger Kuhns to accept 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 June 18, 2003 SANITARY SEWER SYSTEM · SEWAGE TREATMENT PLANT ISSUESFlows at the plant have returned to normal since the recent storm events in June. Treatment is within normal parameters, but plant personnel are using some polymer to assist settling at times. The recent break-in and destruction of the two MCC continues to be in the forefront of activity. Systems Design Engineering, Inc., Kershner Electric, and plant personnel continue to effect repair efforts. The new MCC panels arrived last week. The first set was installed by Kershner and are in operation. The second set is currently under repair, being coordinated with Met-Ed for disconnection of the main electric feed. Dissolved oxygen is being monitored and balanced to the best ability by operation personnel. This procedure is difficult at best and settling problems have been encountered. Systems Design Engineering, Inc. has met with the insurance company and provided them with alternatives and costs for equipment replacement. All the costs are being handled separately for submittal for 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.
· EDENBURG P.S. COLLECTION SYSTEM REPAIRSRepairs to the manholes and pipes are substantially complete. Borough staff has completed a significant portion of home inspections during this reporting period. Keith Brobst will report on the inspections. · SPECIFICATIONS (no change)The solicitor and Systems Design Engineering, Inc. are meeting to bring the draft specifications to completion. · PROJECTSSystems Design Engineering, Inc. has tabulated the bid results for sludge disposal received at the May meeting. The contracts are being put together for signature. NPDES Permit Renewal-In progress WATER SYSTEM
Greg Unger stated that there was another bypass event this past month. Greg Unger recommends the following:
Lynda Albright suggested having it like the Borough Crew does when a snow event is predicted. There is no need to have a person on call every weekend. Greg Unger recommended that someone should be able to respond to the plant within 45-60 minutes. This is a reasonable time. Greg Unger stated that ventilation needs to be improved at the Pine Street Pump Station. It is fine in the winter but the building is too heated in the summer. The flow matchers are producing the heat. Dave Fink had a request from the Fire Company to have the Authority donate water for their car wash. It was decided to donate the water as part of the donation for helping at the pump station. A monetary donation will also be made. Rick Boyd asked Steve Smith to hold off until Borough Council can meet regarding having someone on call for emergencies since the Authority has no employees. Steve Smith tabled this until the Authority hears back from Borough Council. Greg Unger will look into what can be done for ventilation. Steve Smith asked about having a permanent pump hookup. Roger Kuhns asked why the pump station flooded. Greg Unger stated that this will be answered in the CAP report. Greg Unger will look into costs for a permanent pump and a pump house and also a temporary systems if the whole system goes down at once. CAP-Greg Unger reported that the CAP was submitted this week. Greg Unger handed out a connection management plan fro review. The monitoring meters will be purchased as soon as the CAP is approved. 50% of the inspections have been done in the Edenburg and Ridge Lawn areas. The Borough will also need to be inspected. Broken caps need to be replaced and vents need to be above grade. Greg Unger stated that there are 3 pumps at the Pump Station and 1 should be used as a standby. Flow has been high due to infiltration and large rain events. The plant can’t handle the faster flows if the pump size is not increased. Keith Brobst stated that so far he has not found any significant source of infiltration from the inspections completed. An administrative search warrant can be obtained from Gloria Stitzel if we need it to perform inspections. A motion was made by Stan Dietrich and seconded by Dave Fink to award the dewatered sludge hauling contract to Waste Management. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Greg Unger reported that PA DEP is doing free CT testing. This is a voluntary program but would be worth doing. A motion was made by Stan Dietrich and seconded by Roger Kuhns to have Greg Unger contact DEP to do a tracer study. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Stan Dietrich asked about homeland security. Greg Unger stated that it is on hold right now because of other more pressing issues. The report will be completed. SOLICITOR’S REPORT rules of Order-Most municipalities have them. They are needed to avoid having problems when there are non-expected visitors in attendance. Charles Fitzpatrick handed out a proposed rules of order and then discussion was held. A motion was made by Dave Fink and seconded by Roger Kuhns to adopt the proposed rules of order as presented. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Charles Fitzpatrick stated that the Penn Dot agreement for reimbursement is acceptable and it should be adopted. It can be submitted for reimbursement as soon as it is adopted and in place. A motion was made by Dave Fink and seconded by Roger Kuhns to approve and sign the agreement. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None BOROUGH MANAGER’S REPORT Regarding the water miscellaneous figure asked about earlier in the meeting, Lynda Albright recalled that the $21,000 was for sewer insurance originally paid out of water and then reimbursed. Lynda Albright was asked to contact a realtor regarding the property for sale aside of Well 5. $90,000 is the asking price for the lot. Lynda Albright handed out a map showing the location of the property and 2 other lots for sale in the same area. A bid could be made for all 3 lots which all have different owners. A discussion was held on access to the lots by the present owners and the private road owned by the Authority that goes to Well 5. Greg Unger recommended obtaining the rights to lot 1 and maybe lots 2 & 3. Charles Fitzpatrick stated that the value of the lots will have a different value if there isno access the road to Well 5 cannot be used for this. Greg Unger recommended getting a title search done for lot 1. Charles Fitzpatrick will have this done and stated that it would cost approximately $250. A motion was made by Stan Dietrich and seconded by Dave Fink to have Charles Fitzpatrick obtain, through a title search, on accessibility to lot 1. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Lynda Albright stated that she received a phone call from the Fire Company asking for permission for a bulk water sale for Cabela’s. The Fire Company would haul it there from the hydrant at the Borough Garage. Lynda Albright stated that a quote from Reading Site Contractors was received for the work to be done at 4th & Pine. This work will have to be bid since the quote came in at $11,580. Stan Dietrich asked if all the leaks in the area are fixed. Keith Brobst stated that to the best of his knowledge they are. Lynda Albright stated that the Borough is trying to pave the municipal lot and it may be cheaper to do both jobs at once. A motion was made by Stan Dietrich and seconded by Dave Fink to have the 4th & Pine Street intersection paving put out to bid. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Lynda Albright inquired about customers and method of payment and collection of NSF fees and length of time it takes. Is it possible to deny accepting checks from chronic people? Charles Fitzpatrick stated that you cannot limit method payments. Charles Fitzpatrick suggested charging a high fee to deter people in writing bad checks. A motion was made by Stan Dietrich and seconded by Dave Fink to authorize Lynda Albright to charge a $35 service fee (total) on any bad checks made out to the Hamburg Municipal Authority. In each instance a bad check is written, insist that the customer pay with a money order or cash instead of re-writing a check for the incident. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Lynda Albright asked if the amount of postage that the Authority uses could be reduced. A certified letter and a certificate of mailing must be used for each second letter sent. Charles Fitzpatrick stated that if the ultimate intent is to shutoff water, this documentation is necessary. Greg Unger asked if the charges could be added to the person’s bill. Steve Smith asked if a motion was needed for this. Charles Fitzpatrick will check to see if a motion is needed since this is a policy change. SUPERINTENDENT’S REPORT Water & Wastewater Superintendent’s Report June 2003 Water Water for the month came from both the well and surface sources. Number 1 filter is down with a broken air header. We are replacing the PVC headers with stainless steel and painting the places that are corroded from the old screens. We have made a temporary repair to the intersection of 4th and Pine Streets. Due to numerous leaks over the years the intersection needs to be reconstructed. After consulting with a representative of Reading Site Contractors it has been determined that this work will have to be bid. We have received the Filter Plant Performance Evaluation and will be reviewing that with Tony and the Engineer in the near future. Wastewater We have received quotes and the OK from the insurance carrier to proceed with the repairs of the equipment damaged in the recent burglary. We have been trying to lower the load on the aerator and the aerobic digester in anticipation of losing all blowers during the repairs. I expect we will have to haul sludge during that period. I attended a meeting with PA DEP on our pump station loading and capacities and as a result we are working on reducing our infiltration and inflow through house to house connection inspections. We had a by-pass event the evening of June 21 which lasted in excess of 24 hours. This illustrates the need to get the I & I problem under control. Keith L. Brobst Water& Wastewater Superintendent
Keith Brobst stated that he will be meeting with Greg Unger to work on a letter to the people who have problems that need to be corrected upon inspection. Keith Brobst spoke with Police Chief Zelinsky regarding security suggestions for the WWTP. Four Star Security has also been contacted for ideas. Four Star offered a plan for $378/year for leased items and maintenance but it does not cover all the buildings. A motion was made by Dave Fink and seconded by Roger Kuhns to direct Keith Brobst to direct Four Star to install the leased equipment as proposed for $378/year. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None Keith Brobst will do a report on the recommendation made by the Police Chief for the Authority members to review. BILLS & REQUISITIONS Stan Dietrich asked what the Mike Kershner bill of $490 was. Keith Brobst stated that it is reimbursable and was for emergency work. Stan Dietrich asked what the ejector from LRM was for. Keith Brobst stated that it is for the chlorinators. Stan Dietrich asked about the boiler repairs needed again at the STP. Keith Brobst stated that it was the blowoff valve pad and that it was a major, not minor, issue. Requisition # 271 Water B, R, & I $ 4,119.22 Gannett/Fleming Engineering Costs #1 Requisition # 273 Water B, R, & I $ 3,985.00 Applied Analytics SCADA Discussion held regarding the donation to the Fire Company for their assistance during the recent by-pass event. Stan Dietrich suggested donating the water for their car wash and a monetary donation. Dave Fink suggested $250. A motion was made by Dave Fink and seconded by Roger Kuhns to approve payment of the bills and requisitions as presented along with a $250 donation and water for a car wash for the Fire Company. ROLL CALL: Ayes- Smith, Fink, Dietrich, Kuhns Nayes- None HAMBURG MUNICIPAL AUTHORITY BILLS TO BE PAID JULY 16, 2003 AT & T w-monthly long distance bills $42.84 Barley, Snyder w-131.15-s-788.85 920.00 Berks Products Corp. w-supplies 5.30 Berks-Mont Newspapers, Inc. w-publish CCR notice 65.60 Bonkovich, David B. w-locate water leak 400.00 Borough of Hamburg w-158.63-s-414.47 573.10 Charlesworth Security Agency s-security services 1936.00 Clark, Franklin D. w-constable fees 382.92 Earthlink, Inc. s-monthly internet services 23.95 East Penn Manufacturing w-2 batteries 189.51 Ehrlich Co. Inc. s- monthly pest service 34.00 Ehrlich Co. Inc. w-spray weeds at reservoir 801.00 Exeter Supply Co., Inc. w-supplies 523.00 Four Star Electronics w-annual fee well 5 228.00 Heckman, Terry L. s-mileage for training 23.36 Henn’s Garage s-vehicle expenses 496.30 JRM Machinery w-thread pipe 90.00 Kershner, Mike s-electrical repairs 490.00 Kuzan’s True Value w-18.80-s-23.72 42.52 LRM s-ejector 548.00 Lowe’s Business Account w-supplies 132.13 Met-Ed w-1835.08-s-6562.82 8397.90 Mountain View Supply w-22.96-s-11.99 34.95 PA One Call System, Inc. w-15.93-s-15.92 31.85 PPL Utilities s-monthly utility bill 360.21 Penn Pride, Inc. w-90.47-s-102.02 192.49 Process Masters s-polymer solvent 201.69 Reading Foundry & Supply w-supplies 387.42 Reider Associates w-laboratory testing 267.00 Reider Associates s-laboratory testing 325.00 Sentinal Lubricants Corp. s-grease 215.95 Univar USA Inc. s-liquid chlorine 806.50 Univar USA Inc. s-sulfur dioxide 352.00 Waste Management OF SE PA s-monthly waste disposal 1879.32 Werley, Francis L. s-fuel for pump station 493.71 Wertley Machine Shop s-repairs to comminutor 240.00 Western Auto s-supplies 98.76 Windsor Press w-water quality reports 181.43 Yeager Supply, Inc. w-PVC pipe 7.60 Total $ 22,421.31 Bills To Be Paid total water $ 5,976.77 total sewer $16,444.54 Bills Paid During The Month total water $18,639.94 total sewer $49,573.13 Grand Total For Approval total water $24,616.71 total sewer $66,017.67 $90,634.38
PREPAID INVOICE LIST Phillips Ford Sales s-ford pickup truck $ 16,352.32 Yoder’s Heating Service, Inc. s-repairs to boiler 478.73 E.P.W.P.C.O.A. Inc. s-training 220.00 E.P.W.P.C.O.A. Inc. s-training 200.00 Met-Ed w-1352.92-s-348.00 1700.92 PPL Utilities s-monthly gas billing 909.89 Clare, David A. w-meter reader 159.25 Clare, Denise L. s-meter reader 48.75 Page, Anne L. w-meter reader 229.45 Hamburg Municipal Authority s-utility bills 196.05 Met-Ed s-utility bills 6600.48 Borough of Hamburg w-15892.16-s-24100.91 39,993.07 Postmaster of Hamburg w-118.01-s-118.00 236.01 Postmaster of Hamburg w-CCR reports 888.15
TOTAL $ 68,213.07
NEW BUSINESS None OLD BUSINESS None There being no further business, a motion was made by Roger Kuhns and seconded by Stan Dietrich to adjourn the meeting at 9:44 p.m. Attest: Denise L. Clare, Recording Secretary
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