WAYNESBORO BOROUGH AUTHORITY
DECEMBER 16, 2008
MINUTES
Authority Vice-Chairman S. Allen Stine called the regularly scheduled meeting of the Waynesboro Borough Authority to order at 7:30 p.m. with the following in attendance:
Borough Authority Members – S. Allen Stine, Christopher Snively, Lee Layman and William Pflager (Jon Fleagle was absent)
Borough Staff – S. Leiter Pryor, Director of Borough Utilities
Scott Crum, Chief Draftsman/Inspector
APPROVE MINUTES: Lee Layman made a motion to approve the minutes of the November 18, 2008 meeting, as written. Christopher Snively seconded; the motion passed unanimously.
SOURCE DEVELOPMENT UPDATE: Leiter Pryor reported that the masons have begun laying the block; and the West Penn Pumping Station package was delivered and will be installed within the next several weeks. The contractor began work at Allegheny Power, adjacent to the existing station, where they installed a new manhole. They excavated to put the wet well in, and should be moving the station (and placing it in service) within the next 2-3 weeks. The conduit for the electrical and telephone lines was installed from the north side of the boulevard at the corner of the WBA’s property. They had to cross the Washington Township Boulevard, which required deeper trenching and additional backfill; and a change order for this work was presented for the Authority’s consideration in the amount of $3,458. Lee Layman made a motion to approve Change Order #1 for Contract 3, as presented. Christopher Snively seconded; the motion passed unanimously.
Mr. Pryor also presented a change order for the ongoing topsoil issue. He noted that stone was purchased through the Borough’s contract, but because additional labor and machinery was required, Johnston Construction is requesting a change order in the amount of $3,520. Christopher Snively made a motion to approve Change Order #2 for Contract #2, as presented. William Pflager seconded; the motion passed unanimously.
PENNVEST UPDATE: Leiter Pryor stated that the first payment has been received from PENNVEST, but the second payment request has not yet been submitted (he anticipates submitting that request after January 1st).
In addition, Mr. Pryor noted that the first payment request has been submitted to the Army Corp. A site inspection has been conducted, which is the last step in the process; and hopefully the check will arrive before the end of the year.
ACCESS TO PUBLIC RECORDS RESOLUTION: Leiter Pryor noted that Authority members received a copy of a proposed resolution required to establish procedures for the public to review records. As part of this process, the WBA must appoint a Right-to-Know Officer. In his discussion with Chairman Fleagle prior to the meeting, they agreed that since the Borough appointed Lloyd Hamberger, it would be most efficient for the WBA to appoint him also. Accordingly, Lee Layman made a motion to approve the proposed resolution and appoint Lloyd Hamberger as the WBA’s Right-to-Know Officer. William Pflager seconded; the motion passed unanimously.
WAYNESBORO BOROUGH AUTHORITY
FRANKLIN COUNTY, PENNSYLVANIA
RESOLUTION
A RESOLUTION OF THE WAYNESBORO BOROUGH AUTHORITY
ESTABLISHING AN ACCESS TO PUBLIC RECORDS POLICY
IMPLEMENTING THE PENNSYLVANIA RIGHT-TO-KNOW LAW.
Complete copy on file at Borough Hall.
2008 DAM INSPECTION REPORT: Authority members received a copy of the 2008 Dam Inspection Report, prepared by Dennis E. Black Engineering. Leiter Pryor noted that the Authority has discussed ongoing issues included in the 2007 report – the main item being the drain valve in the dam. He reported that it has been repaired and is operational; and it will be operated periodically to ensure that the same situation doesn’t occur again. The inspector also recommended that the WBA consider putting in an electric motor operator on the valve, because of the depth and the confined space apparatus required to be used in the shaft. He understands their concern regarding confined space, but as there is no electricity there and the staff are all trained in confined space entry, and proper ventilation techniques and gas meters are utilized, he doesn’t feel it is necessary. Other than that issue, it was a standard report and no major deficiencies were reported. Mention was made about the Emergency Response Plan not being approved. Mr. Pryor reported that he received a letter recently from the state noting that they concurred with the submitted inspection report, and asking when the Emergency Response Plan would be re-submitted. He noted that that is “on his list” for after January 1st. Once again, Mr. Pryor noted that the Water Plant staff does a great job in maintaining the dam; and Allen Stine agreed.
BIOSOLIDS - SEWER TREATMENT PLANT: Leiter Pryor reported that the quarterly biosolids analysis was received from Penn State Labs approximately a week ago, and PCBs turned up in the sludge. This was quite alarming, as it has always been “a non-detect” and was now 14 ppb (which is “way off the chart”). Mr. Pryor noted his first thought was that the lab had made an error. They retained a sample that had been submitted, and re-analyzed it. It came up to within 10% of the original result. He talked with Tom Sweeney (DEP), who is in charge of the biosolids program. He suggested that another sample be taken, split, and re-analyzed. Lab A’s results were less than detection, but Lab B’s results were 20 ppb. All QA and QC quality assurance information has been submitted to DEP for review, and they are awaiting direction from them on what to do. Until then, though, sludge cannot be hauled and it is “backing up”. DEP’s lab may also come down to run their own analyses. Mr. Pryor noted he will report back on the matter at the next meeting.
On a related matter, Mr. Pryor noted that discussion was held previously regarding the possibility of purchasing the Neibert farm, and he was directed to review the Authority’s finances. Although he feels it would be a “great luxury” to have, he cannot justify spending that much money ($9,500 x 80 acres). He estimated that $20,000 to $30,000 has been spent to land-apply sludge to the permitted farms. If the WBA purchases a farm, they would have to borrow a majority of the money and would still have to pay to have the sludge hauled (unless they bought their own vehicle). He reported that issues at the farms have been resolved in a timely fashion, and all seems to be going well at this time.
Looking to the future, Mr. Pryor noted that an upgrade will be required at the plant because of the Chesapeake Bay Initiative, and Mark Malarich will submit a proposal for the work this year. The Authority concurred with Mr. Pryor’s opinion. He note also that, if there is a potential buyer for the property, that person may be interested in working with the WBA in the future.
ESTABLISH RE-ORGANIZATIONAL MEETING DATE: Leiter Pryor noted that the Authority’s by-laws state that re-organization needs to take place on the first Tuesday of each new year. In the past, the WBA has taken action to postpone the re-organization until their first regularly scheduled meeting in January .... which will be on January 20th this year. Christopher Snively made a motion as such. William Pflager seconded; the motion passed unanimously.
PAY BILLS: Christopher Snively made a motion to approve the payment of the following requisitions –
Water Construction Fund Requisition #WC-16 - Hickes Associates, Inc. - $24,475.50 - Construction of Well No. 2 Membrane Treatment Facility (Contract Three - Electrical Construction) - Estimate No. 2 for work performed up to and including November 21, 2008
Water Construction Fund Requisition #WC-17 - Pepper Hamilton LLP - $12,310.48 - For professional services rendered as Bond Counsel re: 2008 Pennvest Loan
Water Construction Fund Requisition #WC-18 - Gannett Fleming Companies - $12,405.69 - Construction management services related to membrane treatment at Well No. 2 for the period of October 25, 2008 through November 21, 2008
Water Requisition #08-25 - Dennis E. Black Engineering, Inc. - $1,857.40 - Antietam Dam Inspection
Lee Layman seconded; the motion passed unanimously.
Having no further business to conduct, the meeting adjourned at 8:06 p.m.
Respectfully Submitted,
Melinda S. Knott
Administrative Assistant