WAYNESBORO BOROUGH AUTHORITY
JANUARY 20, 2009
MINUTES
Authority Chairman Jon Fleagle 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 – William Pflager, Jon Fleagle, Lee Layman, Christopher Snively and S. Allen Stine
Borough Staff – S. Leiter Pryor, Director of Borough Utilities
D. Lloyd Reichard, II, Authority Solicitor
APPROVE MINUTES: It was noted that Jon Fleagle was not in attendance at the last meeting, however discussion held regarding the “Access to Public Records Resolution” was unclear to that fact. A clarification will be made to indicate that Mr. Fleagle’s comments regarding this matter were made in a discussion with Leiter Pryor prior to the actual meeting. William Pflager then made a motion to approve the minutes of the December 16th meeting, as amended. Lee Layman seconded; the motion passed unanimously.
RE-ORGANIZATIONAL MEETING - ELECT 2009 OFFICERS: Lee Layman nominated the current officers to the same respective offices they now hold. William Pflager seconded; the motion passed unanimously.
SOURCE DEVELOPMENT UPDATE: Leiter Pryor reported that the masons’ work had been stalled somewhat due to the weather, but a tent was placed over the front of the building to allow them to work in lower temperatures. The four (4) walls are up, and some work on the top of the walls still needs to be done before the roof decking can be placed. The roof work is scheduled to begin next week. Regarding delivery of the membrane filtration equipment, Mr. Pryor noted that they haven’t been able to get a firm ship date yet. Gannett Fleming is attempting to have it delivered on Monday so as to coordinate its installation with the roofers. If not, he noted that it is “doable” with the roof on. Mr. Pryor noted that the project is coming along well.
Mr. Pryor noted that the pump station slab has been poured, and they anticipate moving it within the next two weeks. Some wiring still needs to be done, and the switch-over will need to be coordinated. He added that the staff has talked with the contractor regarding their hopes to salvage some of the existing equipment.
PENNVEST UPDATE: Leiter Pryor reported that a payment request was submitted to PENNVEST “quite awhile back”, and he noted that the payment for the first request took 5-6 weeks for processing. He stated there is sufficient money in the Construction Fund to cover the costs, but he wanted to expedite the reimbursement so as not to run the fund low.
Leiter Pryor also advised that a $200,000 check was received for the Section 313 grant through the Corp of Engineers. The money has been deposited into the Construction Fund to cover engineering costs.
B2M2 - SEWER CONVEYANCE: Leiter Pryor noted that he received an email recently from WTMA regarding the B2M2 development (behind the well site). He reminded the Authority that a year or so ago they were contacted about serving the development with utilities. WBA informed them that the development is out of their water service area, but if WTMA requests they serve it, they may be able to accommodate the request. Mr. Pryor noted that WTMA has advised that they would like to serve them with water.
Regarding sewer, however, WTMA has no sewer lines that are close to this location. At the time, they requested that the WBA provide sewer service to the development (148 units) under the Sewage Transportation Agreement. Mr. Pryor noted that the plant’s capacity is okay, but conveyance may be “tight”. He added that Scott Crum reviewed the matter and felt that it could be done. A letter was returned to them advising that the WBA would be able to accommodate their request.
Mr. Pryor noted that he recently received correspondence from WTMA noting that they are looking at long-range planning; and since Dan Long will need to build a pumping station for his development, they would like the WBA to review the matter again to ensure they have the capacity. If not, WTMA would like to request that B2M2 work with Mr. Long on a common pumping station so their flow would not be a part of the Sewage Transportation Agreement.
Discussion followed regarding the matter. As approval for the Land Development Plan was based on the WBA’s original approval, Chairman Fleagle asked the Solicitor if their approval can now be rescinded. Lloyd Reichard noted they could, with the developer’s consent. He added that without the developer’s consent, there may be some risk as there is no reason the WBA can’t serve it.
Leiter Pryor noted his opinion that it would be WTMA’s responsibility to discuss the matter with the developer and advise that this plan (pumping station) is more prudent. The Authority concurred and instructed Mr. Pryor to correspond with WTMA in this respect.
BIOSOLIDS - SEWER TREATMENT PLANT: Leiter Pryor noted that he discussed this matter at the Authority’s last meeting. He reminded them that they were having difficulties with the biosolids analyses – specifically that PCB’s had been detected by one of the labs. Land application was halted, and another split sample was conducted. The samples were sent to two (2) labs – with the results as 14 ppb at Lab #1 and non-detect at Lab #2. He has discussed the matter with DEP, and quality assurances/analytical methodologies were requested (both labs “checked out”). They suggested running a three-way split sample, which was sent to Penn State, Lancaster Labs and the state’s lab. Again, Lancaster Labs’ results show a detect and Penn State’s show a non-detect. They are still awaiting the results from the state’s lab.
Mr. Pryor noted that they can determine no reason for these inconsistencies, as all the labs are accredited. DEP noted that they have never seen results like this before. He added that if the state’s lab results come back with a detect, the next step will be to put the material on the drying beds. When the digester is filled again with “clean” sludge, it will be diluted down to a level where they can land-apply again.
Chairman Fleagle suggested pulling grab samples periodically from several influents to determine if something is being dumped.
SEWER PLANT UPGRADES: Leiter Pryor noted that he received an email proposal from Gannett Fleming regarding the Chesapeake Bay Nutrient Reduction Strategy. Monies were budgeted in 2009 to do some preliminary work at the treatment plant, and Gannett Fleming is providing a scope of services they recommend to begin with.
Mr. Pryor noted that limits for nitrogen and phosphorus have been determined, and an October 2012 compliance date has been established. He noted that they need to move forward on planning, because if the plant needs to be modified it will be costly. Authority members discussed the possibility of Mark Malarich (Gannett Fleming) attending their next meeting to discuss the proposal further. Questions for Mr. Malarich should be forwarded to Leiter Pryor in preparation for the meeting.
Mr. Pryor added that he and Mark Malarich also discussed the sludge handling/biosolids program that both Washington Township and the Borough participate in. They both land-apply in liquid form, and the Township owns a farm (which satisfies their needs for now). All the farmers are “on the same page” when it comes to compaction on the fields; and many trips are required when liquid sludge is being hauled. The number of trips could be lessened by de-watering the sludge; and the WBA may want to consider purchasing a dewatering pump in the future (perhaps jointly with WTMA).
PROJECT UPDATES:
1. Mr. Pryor stated that Craig Houghton has asked if the WBA would agree to his students placing approximately 14-15 owl nesting boxes on the watershed (near the dam) for a study they are conducting. No problems were noted, but additional information will be provided at the next meeting.
2. Mr. Pryor reported that not much has been done on the billing software, as the programmer is current working on payroll.
3. Mr. Pryor is still working on specifications for the roof replacement at the Water Plant.
4. Mr. Pryor noted that the third cell phone provider’s tower has been installed, and monthly payments are being received.
5. It was reported that a water leak had occurred at the Tool Company property, and they discovered that a main supply line had broken. After some discussion, they have decided to shut-off the main supply line and will “jump over” the fire supply line in order to keep the boiler going. It was noted that this line is metered.
PAY BILLS: Allen Stine made a motion to approve the payment of the following requisitions –
Hollengreen Utilities Escrow Account Requisition #HE-58 - Gannett Fleming Companies - $848.68 - Construction Phase engineering services relative to the Enterprise Avenue Pumping Station Upgrade for the period of September 27, 2008 through October 24, 2008
Hollengreen Utilities Escrow Account Requisition #HE-59 - Gannett Fleming Companies - $77.24 - Construction Phase engineering services relative to the Enterprise Avenue Pumping Station Upgrade for the period of October 25, 2008 through November 21, 2008
Hollengreen Utilities Escrow Account Requisition #HE-60 - Gannett Fleming Companies - $204.48 - Construction Phase engineering services relative to the Enterprise Avenue Pumping Station Upgrade for the period of November 22, 2008 through January 2, 2009
Water Requisition #09-01 - Borough of Waynesboro (Water Fund) - $387,504.00 - 1st Quarter Water Allocation
Water Requisition #09-02 - Gannett Fleming Companies - $942.90 - Annual services of the Authority’s consulting engineer as authorized under the Annual Services Agreement for the period of November 22, 2008 through January 2, 2009
Sewer Revenue Fund Requisition #SA-49 - Borough of Waynesboro (Sewer Fund) - $246,515.00 - 1st Quarter Sewer Allocation
Water Construction Fund Requisition #WC-19 - Gannett Fleming Companies - $1,527.90 - Annual services of the Authority’s consulting engineer as authorized under the Annual Services Agreement for the period of October 25, 2008 through November 21, 2008
Water Construction Fund Requisition #WC-20 - Johnston Construction Company - $317,100.51 - Construction of Well No. 2 Membrane Treatment Facility (Contract Two - General Construction) - Estimate No. 4 for work performed up to and including December 26, 2008
Water Construction Fund Requisition #WC-21 - Gannett Fleming Companies - $9,114.32 - Construction management services related to membrane treatment at Well No. 2 for the period of November 22, 2008 through January 2, 2009
Water Construction Fund Requisition #WC-22 - Gannett Fleming Companies - $1,324.92 - Water system engineering services related to the performance of the duties of the Authority’s consulting engineer and other services as authorized for the period of November 22, 2008 through January 2, 2009
Christopher Snively seconded; the motion passed unanimously.
Having no further business to discuss, the meeting adjourned at 8:27 p.m. on a Layman/Snively motion which passed unanimously.
Respectfully Submitted,
Melinda S. Knott
Administrative Assistant