MEETING MINUTES April 10, 2013 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 103 at the West Earl Township Municipal Building, 157 West Metzler Road, Brownstown, Pennsylvania on Wednesday, April 10, 2013. Vice-Chairman Mike Reed called the meeting to order at 7:00 PM. Authority members present: Mike Reed, Dave Noyes, Rick Weik. Also present: Dan Becker, Becker Engineering; Teresa Beever, recording secretary/administrator. 1. MINUTES The motion by Rick Weik seconded by Mike Reed was approved unanimously to accept the minutes of the March 13, 2013 regular meeting of the West Earl Sewer Authority as presented. 2. PUBLIC COMMENT/GUESTS none 3. ENGINEER S REPORT See attachment Oregon Pike Extension Project The engineer anticipates DVUC will submit final payment application in May. The Authority will need to make a decision regarding the liquidated damages for the delay in construction at the May, 2013 meeting. DS Waters Millway Residential Phase II Lancaster General Hospital Lancaster CTC WWTF Steel Tanks WWTF Nutrient Credits PADEP Sewage Facilities Planning East Main Street Storm Sewer Chapter 94 Report The Chapter 94 report was submitted to DEP on March 25, 2013. Non-Residential Waste (NRW) Discharge Permit at the meeting with representatives of SONIC and High Associates, the engineer explained that we will continue to monitor the discharge and will require Non-Residential permitting if there are ongoing problems with the strength of waste from the two customers. Rules and Regulations Update after review by BEL, chairman Houser, and the plant operator, the engineer recommends that the Authority adopt the Rules and Regulations as updated to incorporate the provision for grinder pumping unit venting, the solicitors comments pertaining to Easement dedication and pumping station dedication. Scott and Patti Martin Proposed Sewer Extension BEL reported that Roger Fry asked if the Authority would allow installation of sewer lines within a 15 foot easement. The engineer explained that the Authority requires a 30 foot easement for installation of sewer lines. Old Akron Road Sewer Extension at the request of Dale Wissler, Board of Supervisors chairman, BEL prepared a preliminary analysis of extending public sewer to 4412 Oregon Pike to serve Landis Enterprises.
4. DRAFT BUDGET A draft budget for the 2013-2014 fiscal year was presented to the Authority for consideration. The Authority will postpone adoption of the budget until next month s meeting when Chairman Jim Houser is present. 5. BILLS The motion by Rick Weik, seconded by Dave Noyes was approved unanimously to pay total monthly operating expenses of $33,861.81. The motion by Mike Reed, seconded by Rick Weik was approved unanimously to pay total construction expenses of $3,736.94. 6. PAYMENT REQUISITIONS The motion by Mike Reed, seconded by Rick Weik was approved unanimously to authorize payment requisition No. 134 for $33,861.81 to pay operating expenses. The Authority and engineer signed the document. The motion by Mike Reed, seconded by Dave Noyes was approved unanimously to authorize payment requisition No. 121 for $3,736.94 to pay construction expenses. The Authority and engineer signed the document. 7. RESOLUTION 4-10-13-1 The motion by Rick Weik, seconded by Mike Reed was approved unanimously to adopt Resolution 4-10-13-1, adopting rules and regulations for the sewer system. The Authority signed the resolution. 8. OTHER BUSINESS Marlin Huss, 430 Millway Road asked the Authority if there is any additional information available regarding the Scott and Patti Martin proposed subdivision and if there were any plans to review. The engineer responded that the proposed development is in the very preliminary stages and it is our understanding that a preliminary plan has not been submitted at this time. 9. ADJOURNMENT The motion by Rick Weik, seconded by Dave Noyes, was approved unanimously to adjourn the meeting at 7:49 P.M.
WEST EARL SEWER AUTHORITY April 2013 Engineer s Report 1. Oregon Pike Sewer Extension: Delaware Valley Utility Contractors (DVUC) has been on site to complete the final restoration and to address any other remaining outstanding issues. Final testing and review of the low pressure sewer line tracer wire is scheduled to be completed the week of April 8, 2013. BEL will review the punch list of outstanding issues with Authority staff in advance of the May Authority meeting and BEL anticipates that DVUC will be making application for final payment at the May Authority meeting. The Substantial Completion date for the project was November 19, 2012. At the August 2012 Authority meeting, the Authority had authorized approval of Change Order No. 1 which modified the Substantial Completion date to September 28, 2012 and the Final Completion date to October 26, 2012. DVUC did not meet either the Substantial Completion date or the Final Completion date and the Authority is entitled to liquidated damages amounting to $500.00 per calendar day beyond both the Substantial Completion date and Final Completion date to offset lost revenue due to construction completion delays. The Authority authorized BEL to issue a letter to DVUC notifying them that the Authority is calculating liquidated damages which may be imposed against DVUC in accordance with the Contract Documents. BEL issued that letter on October 11, 2012. As of November 19, 2012 (the Substantial Completion date), the total liquidated damages amount that the Authority could impose totals $38,000.00. BEL has prepared the Record Drawings for the project. However, DVUC has not provided the grinder pump basin locations. BEL will have DVUC field locate the basins and provide that information to BEL for inclusion on the Record Drawings. 2. DS Waters (No Change from March Report): BEL received a phone call from George Sheare with DS Waters on January 4, 2013. Mr. Sheare indicated that the production at DS Waters has increased recently, and they have been experiencing higher operational costs as well as operational issues associated with their wastewater treatment system which treats their bottle washing wastewater prior to discharge to the Cocalico Creek. I explained to Mr. Sheare that if DS Waters is looking to increase their discharge to the Authority s system, a written request should be made to the Authority requesting additional capacity. The Authority would then evaluate the receiving sewer system capacity, and respond to DS Waters outlining whether excess capacity exists within the Authority system or whether any Authority system upgrades would be required to convey the additional flows. I also explained to Mr. Sheare that DS Waters would be required to pay the additional tapping fees associated with the additional capacity and also pay the increased sewer user fees. Mr. Sheare appreciated the information and will get back in touch with the Authority or BEL if they would like to pursue this issue any further. 3. Millway Acres, Phase 2 (No Change from March Report): The Authority agreed to accept dedication of the Phase 2 sanitary sewer facilities at the June 13, 2012 Authority meeting. The 18- month maintenance guaranty has been established at $16,899.30, or 15% of the amount of the original sanitary sewer improvements and it will expire on December 12, 2013. 4. LGH Sewer Connection (No Change from March Report): The Authority approved the sewer capacity agreement at the August 2011 Authority meeting. BEL also attended a meeting with LGH representatives on January 24, 2013 to review the status of the project. LGH has indicated that they are anticipating moving the project forward in the near future. 5. Lancaster County Career & Technology Center (No Change from March Report): LCCTC submitted a letter to the Authority dated April 26, 2011 indicating that they may be interested in connecting to the Authority s sanitary sewer facilities when public sewer facilities are installed adjacent to the LCCTC facility. LCCTC indicated that anticipated wastewater flows of approximately 3,000 4,000 gpd should be utilized for planning purposes.
6. Non-Residential Waste (NRW) Discharge Permit Program: a. DS Waters (No Change from March Report): The Authority authorized issuance of the NRW permit renewal at the May 2011 Authority meeting. The NRW Permit will expire on August 31, 2014. DS Waters recently provided the quarterly sampling results to the Authority and BEL issued a review letter to the Authority on March 4, 2013. b. Zimco/American LaFrance (No Change from March Report): The Authority authorized issuance of the NRW permit renewal at the April 2012 Authority. The NRW Permit will expire on December 31, 2014. Zimco recently provided the quarterly sampling results to the Authority and BEL issued a review letter to the Authority on January 18, 2013. c. The Authority had mailed correspondence to all non-residential customers requesting updated information and information has been coming into the Authority. Authority staff and BEL have been working to compile the information that has been received to date. BEL also drafted a letter for the Authority to send to all non-residential customers regarding discharge of fats, oils and greases into the Authority s system. d. Sonic/Schaum s Corner: BEL coordinated a meeting with representatives of Sonic and Schaum s Corner on April 5, 2013. Wastewater from both facilities discharges to the Authority s system via a grinder pumping station owned and operated by Schaum s Corner (High Associates). There is a private agreement between the 2 parties to allow for this. There has been an ongoing grease problem with the private pumping station so Authority representatives and BEL reminded both parties that they should be working together to make sure their combined discharge is in compliance with the Authority s discharge requirements. Otherwise both could be subject to a Non Residential Waste Permit. BEL provided NRW Questionnaires to both parties and requested that they be updated and provided back to the Authority. 7. Rules & Regulations Update: As requested by the Authority at the March 2013 Authority meeting, BEL and the Authority Solicitor updated the Rules & Regulations to incorporate the provisions for grinder pumping unit venting. The Rules & Regulations were also updated to reflect the Authority Solicitor comments pertaining to Easement dedication and Pumping Station dedication. BEL forwarded the proposed revisions to the Authority Board members on March 26, 2013. BEL recommends that the Authority approve the updated Rules & Regulations effective April 10, 2013 and adopt the accompanying Resolution. 8. WWTF Steel Tanks: The Substantial Completion date for this project was established as January 3, 2012. The warranty period will expire on January 3, 2017 and annual inspections of the tank coating will occur around January 3 rd of each year until the expiration of the warranty. BEL did perform a site review of the tanks and Sherwin Williams also reviewed the tanks on March 12, 2013. 9. WWTF Nutrient Credits (No Change from March Report): It appears that the Authority will have excess Total Nitrogen and/or Total Phosphorus credits available to sell since the actual WWTF discharge loadings are less than the NPDES permitted loadings. However, in order for the Authority to have the ability to sell those nutrient credits, the credits need to be certified by PADEP. BEL has certified nutrient credits for other municipalities and estimates approximately 8 12 hours of work to certify the credits, communicate/correspond with PADEP and the Authority. After the credits are certified by PADEP, the Authority needs to verify available credits in October/November of each year to verify that the Authority does not sell more credits than they have available. 10. PADEP Sewage Facilities Planning (No Change from March Report): BEL met with PADEP and Authority representatives on June 25, 2012 to discuss future sewer area planning as well as planning associated with the 2010 WWTF rerate. As a result of that meeting, PADEP has requested that the Authority submit a Special Study to address the WWTF rerate as well as the selected alternative for the Oregon Pike Sewer Extension project. At the July 2012 Authority meeting, the Authority authorized BEL to prepare and submit the Special Study to PADEP for these two projects. BEL is in the process of drafting the planning information and will forward that information to the Authority for review prior to submission to PADEP.
BEL also confirmed with PADEP that the Authority could request Total Nitrogen (TN) off-sets for the Talmage Area and the Oregon Pike Area since the existing OLDS will be abandoned and all properties will be connected to the Authority s system. This means that the current TN loading limit included in the NPDES Permit for the WWTF can be increased by 25 lbs/year/edu. BEL will prepare the necessary paperwork for submittal to PADEP after the Oregon Pike Sewer Extension project has been completed. 11. West Earl Township East Main Street Storm Sewer Project (No Change from March Report): The Township is finalizing design for installation of storm sewer facilities along East Main Street. BEL previously reviewed the design plans and met with Township and Authority staff to discuss potential sanitary sewer lateral conflicts. Authority staff had Pipe Data View televise the sanitary sewer main to determine the location and orientation of the existing sanitary sewer laterals. BEL has reviewed the DVD and Authority staff verified the sanitary sewer lateral elevations at the cleanouts/vents in order to better determine whether any conflicts will exist with the proposed storm sewer facilities. Based on this information, BEL forwarded plan mark-ups to the Township consultant on July 19, 2012 to incorporate into the project design. 12. Scott and Patti Martin Sewer Extension: BEL received a preliminary sketch plan for a 10 lot subdivision along Millway Road from Fry Surveying. Roger Fry had requested that we discuss sanitary sewer alternatives with the Authority to determine whether the project can be served with public sewers. BEL reviewed a GIS map with the Authority at the December 2012 Authority meeting and the Authority was in agreement that the site could be served with public service, provided that any sewer extensions are coordinated with the future Conestoga View Service Area public sewer project. Roger Fry had contacted the Township Engineer regarding the Authority s requirements for connection to the sewer extension and also questioned the required easement width that is required by the Authority. 13. 9 th Street Sewer Extension (No Change from March Report): The Authority requested that BEL take a quick look at a low pressure sanitary sewer extension along 9 th Street to provide 3 properties with public sanitary sewer service. BEL reviewed a GIS map and preliminary project costs with the Authority at the December 2012 Authority meeting. 14. 2012 Chapter 94 Report: BEL submitted the 2012 Chapter 94 Report to PADEP on March 25, 2013. 15. Sanitary Sewer GIS Information: As requested, BEL compiled and submitted the updated Authority sanitary sewer system information to the Lancaster County GIS department on March 25, 2013. 16. Old Akron Road Sewer Extension (Landis Property): As requested, BEL completed a very preliminary analysis of extending public sewer service to the Landis property located at the intersection of Oregon Pike and Old Akron Road. BEL will provide an update to the Authority at the April Authority meeting. G:\BEng-Data\Projects\13-199-01\Engineer's Reports\April 2013 Engineers Report.doc