MEETING MINUTES November 11, 2008 WEST EARL SEWER AUTHORITY PO BOX 725 BROWNSTOWN, PA 17508-0725 The regular monthly meeting of the West Earl Sewer Authority was held in room 102 at the West Earl Township Municipal Building, 157 West Metzler Road, Brownstown, Pennsylvania on Wednesday, November 11, 2009. Vice- Chairman Butch Keppley called the meeting to order at 7:02 PM. On this Veteran s Day, the vice-chairman led the Pledge of Allegiance in honor of all veterans. Authority members present: Butch Keppley, Jim Houser, John Ford, Rick Weik. Also present: Yves Pollart, engineer; Josele Cleary, solicitor; Patrick Barrett, Township Manager; Teresa Beever, Recording Secretary. 1. MINUTES The motion by John Ford, seconded by Jim Houser was approved unanimously to accept the minutes of the October 14, 2009 meeting as presented. 2. PUBLIC COMMENT/GUESTS A. Joe Donaldson, representing Lancaster General Hospital, addressed the Authority regarding the proposed North Campus project. Mr. Donaldson asked the Authority to establish an escrow amount for the proposed project. The motion by John Ford, seconded by Jim Houser was approved unanimously to establish a minimum escrow of $15,000.00 for the proposed Lancaster General Hospital North Campus project, to be replenished when the amount reaches $5,000.00, and to direct the office staff to notify LGH of charges to the account as they are made. Discussion continued regarding the physical sewer line, size of pipe and the other design details. Vice Chairman Keppley asked how soon ELA (LGH design engineer) would need the information from Rettew. Mr. Donaldson indicated that they would like the engineering specifications as soon as practical and speculated that construction would not begin before the Authority s next budget year. Member Weik asked how many pumping stations would be needed to serve the hospital. Engineer Yves Pollart responded that only one pumping station would be required for the hospital, but additional stations as well as a larger pipe would be needed to serve the Farmersville Area and the Conestoga Valley Camp Association when these communities are hooked up. Engineer Pollart mentioned that the Career and Technical School may be having problems with their treatment facility. He suggested determining their current capacity in case they would need to abandon their system and tie into the public sewer system in the future. This information would also be incorporated into the design specifications for the line. Mr. Donaldson asked who would be paying for Rettew s time to determine flows for the Farmersville Area that will be included in the design specifications. Josele Cleary stated that the cost should be borne by LGH since it is this project that is accelerating the Authority s timetable to provide public sewer to these communities. Mr. Donaldson and Bob Brandt are interested in coordinating all the West Earl entities involved in the project in order to keep the project moving forward. Josele Cleary explained that a three party agreement among the Township, Sewer Authority and Water Authority will be drafted so that water and sewer service will be coordinated and available for the project. This agreement must be in place so that LGH can proceed with the necessary zoning changes. Once the escrow has been received, Ms. Cleary will draft the agreement. Josele indicated that since the agreement will include basic information, such as the proposed route etc., it can be drafted independent of the design specifications.
Mr. Donaldson also asked whether the Authority would operate LGH s private pumping station. Ms. Cleary said there could be a separate agreement for maintenance of the hospital s pumping station. The board members indicated that WESA will work as quickly as possible to move the proposed Lancaster General Hospital project forward. Following this discussion about the project, WESA excused Attorney Cleary at 7:50 P.M. B. Doug Matthews (David Miller Associates) addressed the Authority about a proposed sewer connection at 4122 Oregon Pike. Because the slope of the line is less than 2%, a grinder pump will be required. Mr. Matthews explained that there will only be five employees at this location and asked for consideration of allowing a simplex pump to be installed instead of the specified duplex pump for commercial properties. Member Rick Weik asked about the shop water for the business. Engineer Yves Pollart explained that the need for a grit/grease trap would be evaluated before connection. Mr. Pollart said he saw no problem with allowing a simplex pump in this instance, and recommended to the Authority that they allow its placement. The engineer will compose a recommendation letter regarding the use of a simplex pump at this location. 3. ENGINEER S REPORT See attachments Lancaster General Hospital DS Waters a copy of the meeting summary is attached to these minutes. Darl Yoder Brownstown Commons Talmage Extension Project - Rettew reported that approximately 25 residents attended the meeting about blasting. Directional drilling is expected to begin on Monday, November 16, 2009. Millway Acres Commercial Rose Hill Road Development WWTP Rerate Rettew received a letter from DEP containing the Water Quality Management Permit which increases the design Hydraulic Capacity to 545,000 gpd, with the conversion to a fine bubble diffuser system and application for a new or amended NPDES permit. Engineer Yves Pollart spoke with Attorney Cleary previously about the project of installing new bubble diffusing equipment and the need to bid the project due to the dollar amount. He estimates it will cost approximately $145,000 to install the fine bubble diffuser system. Mr. Pollart reported that the attorney said since only one manufacturer makes the equipment that is needed to modify the system (Aqua Aerobics); the project would not have to go out to bid. The engineer will be asked to provide written documentation to that effect. 4. CORRESPONDENCE Anna Stoltzfus and Mabel Smoker, owners of 10, 12 and 14 Stoltzfus Avenue in Talmage, sent a letter to the Board of Supervisors requesting that they not be obligated to connect their properties to the public sewer system. The Sewer Authority recommended denying the request. The letter will be reviewed by the Board of Supervisors at their November 16, 2009 meeting. 5. BILLS The motion by John Ford, seconded by Butch Keppley was approved unanimously to pay total monthly operating expenses of $21,167.64. The motion by Jim Houser, seconded by John Ford was approved unanimously to pay total monthly construction expenses of $6,521.35 6. PAYMENT REQUISITIONS
The motion by John Ford, seconded by Jim Houser was approved unanimously to authorize payment requisition No. 80 for $6,521.35 for construction expenses. The motion by Jim Houser, seconded by Rick Weik was approved unanimously to authorize payment requisition No. 93 for $21,167.64 to pay operating expenses. The Authority and engineer signed the documents. 7. OTHER BUSINESS Mel and Dawn Ressler requested an exemption from connecting the property in front of 245 South State Street which was formerly used as a sign shop. The Resslers intend to disconnect from the water line and remove the sink and commode that are in the building. The motion by Jim Houser, seconded by Butch Keppley was approved unanimously to allow the Resslers to forego connection to the sewer system contingent on the West Earl Water Authority agreeing to disconnect and relinquish one EDU at this property. The owner will be required to pay tapping fees at the current rate if sewer service is needed at this location in the future. 8. ADJOURNMENT The motion by John Ford, seconded by Jim Houser was approved unanimously to adjourn the meeting at 8:40 P.M. WEST EARL SEWER AUTHORITY Engineer s Report November 11, 2009
1. LGH: Representatives will be in attendance on Wednesday night to discuss the role and responsibilities of LGH and the Authority for the pump station and forcemain. 2. DS Waters: RETTEW met with DS Water on November 6, 2009 to go over any plans that they may have at this moment and possibly in the coming future. A meeting summary was sent to Staff on November 6, 2009. 3. Darl Yoder: No update. 4. Brownstown Commons Lot No. 2: No Change. 5. Talmage: a. Public meeting regarding Blasting to be held at the Township Building on November 10, 2009 starting at 5:30. b. Contractor will start blasting November 11, 2009. 6. Cloverbrook Lot 1 to Lot 4: No change. 7. Millway Acres Commercial Tract: No change. 8. Rose Hill Road Subdivision: No Change 9. Brownstown WWTP Rerate: Awaiting permit. 10. Eagleview Phase II: No change J:\09\09-02198-001\EE\Engineers Reports\November 09 Engineers Report.doc This morning, Butch and I met with DS waters. We met the new Production Manager, Alan Fisher, who took over Don Norbits position, Tom Fournier, Maintenance lead and two other folks. The purpose of the meeting was to get a handle on where they are and where they are going.
Their flowmeter was recalibrated near the end of October and Butch feels it is reading correctly. I noted based on flow sheets that Butch had prepared, that from October 29 till 11/2 that they were running about 85,000 gallons per day or so. We found out that they were having issues with the reverse osmosis system and were no longer discharging to the stream those days. I indicated that this is an anomaly and such needs to be reported to Butch so he can take appropriate measures. After further discussion, we indicated that they are to let Butch know anytime they are going to exceed their 200 gpm. Business has been increasing for them and as a result, they are going to make changes at the plant. By the end of the year, they are going to relocate their water softeners. Once that is done, they will install the orifice plates on the softener discharges to control the backwash flow. I questioned them about the 60,000 gpd of additional capacity that Norbits had mentioned at one of the meetings and apparently this will be a go. I indicated that if they need the additional capacity, that they need to submit a request to the Authority and to begin paying a capacity reservation fee. They said they may need this capacity by the end of the year. If they request the capacity, Butch expressed concern about the Newport Road pump sizes, the influent sewer and focremain size. This will need to be evaluated and they would be responsible to reimburse the costs of the improvements to accommodate their flow. The as-builts on the recent work have yet to be prepared. They are waiting on completing some electrical work, then they will submit copies to us. I got the sense they appreciated meeting with us and bringing us to speed. I will send a letter to Mr. Fisher reiterating the facts that we discussed today and will copy the Authority. Call with any questions. Yves