MEETING MINUTES OF THE
PLUM CREEK MUNICIPAL AUTHORITY
A regular meeting of the Board of The Plum Creek Municipal Authority was held on May 20, 2014 at the Plum Creek Municipal Authority Business Office Building, South Manheim Township, Schuylkill County, Pennsylvania.
Board members present at the meeting were Tom Nagle, Jerry Weiss, Matt Gruber, Dennis Scharadin, and Jim Ridderhoff. Also in attendance were Dave Bright (PCMA Engineer), Joe Zerbe (PCMA Attorney), and Mike Stewart (PCMA Operations Manager).
Tom Nagle called the meeting to order at 6:00 p.m.
The minutes of the prior meeting held in March, 2014 were reviewed and accepted by motion of Jerry Weiss, seconded by Dennis Scharadin, carried by all.
The Treasurer's reports for March, 2014 and April, 2014 were reviewed and accepted by motion of Matt Gruber, seconded by Jerry Weiss, carried by all.
Mike Stewart reviewed his written report relating to managerial matters (submitted to the Board prior to the meeting) which addressed water and sewage operations. In water matters, he reported that:
In sewage matters, Mike reported that:
- Two main breaks and three service line water leaks were repaired.
- The 300,000-gallon water storage tank was drained, and overcoat painting inside and out has been completed. The tank is now back online after testing negative for total coliform bacteria.
- Complaints in regard to the water storage tank repainting were made to the National Hotline by a neighbor adjacent to the tanks. This resulted in calls to the PCMA from the Schuylkill County Emergency Management, the PA DEP, and the EPA. The scope of the work was detailed to each agency and no further action was taken. A representative from the EPA volunteered to set up dust monitors when the next phase of exterior blasting was under way to ease the concerns of the neighbors. The dust monitors were expected the day of the PCMA’s Board Meeting in addition to other days. The machine that recaptures the blasting material and paint chips will be used on the 1.25-million-gallon tank for the majority of the surface. Tenting has been set up to contain the blast material from the ladder area, the top, and the bottom of the tank where the machine cannot reach.
- Spot flushing of the main lines was conducted prior to the start of the water storage tank repainting project.
Dennis asked Mike if there seems to be more leaks now than in the past. Mike said that more main breaks occurred this year but this is the time of the year that leaks usually pop up, and this year was especially hard on the water lines because the weather was so cold and harsh during the winter.
- Both pump trucks are currently operational.
- The surge tanks at the sewage treatment plant required additional welding, and new plating was added to some areas to extend the life of the tanks.
- The PA DEP inspected the wastewater treatment plant and everything was ok.
Dennis also asked what the longevity of the current piping was, and Dave Bright said that the mains themselves, if installed properly, could last 75 to 100 years but that was all reliant on the installation of the water system. Mike said the hydrant that popped off and had to be repaired resulted from the way it had been installed initially.
In engineering matters, Dave Bright gave an update on the water storage tank repainting project. He said the notice of award was given to George Kountoupes Painting Company of Michigan. He said all the necessary bonds and paperwork had been returned, so they proceeded with a pre-construction meeting that was held on April 7th. Work had been completed on the smaller water storage tank and it was back in service, and the repainting work has started on the larger tank. George Kountoupes Painting had submitted their first application for payment in the amount of $45,000. The repainting project application for $45,000 was approved for payment upon motion by Jerry Weiss, seconded by Dennis Scharadin, and carried by all. Dave said the job must be completed by the second week in July according to the contract, but he said they should be done before that. Because the painting company will be billing monthly, and the Authority meets every other month, a suggestion was made to approve payment of future requests. Upon motion by Jerry Weiss, seconded by Matt Gruber, and carried by all, the Board voted to authorize future requests for payment in regard to the repainting project as reviewed and approved by Dave Bright.
Dennis asked Dave if the small storage tank had been completed faster than expected, and how long it takes for the paint to dry. Dave said the crew is putting in more than 40 hours a week and are working as fast as possible. He added that the start of the project was delayed due to the weather. As far as the paint drying goes, Dave said it varies depending on the weather and how many coats of paint has to be used. The paint on the inside also has to cure and testing has to be done before filling the tank with water again.
In legal matters, Joe Zerbe said he took care of the required documents that needed to be submitted to Dave Mason at Riverview Bank in order for the PCMA to secure the loan to repaint the water storage tanks. Other than that, routine matters such as filing and satisfying liens had been taken care of.
The Board discussed purchasing another pickup truck because the current one is requiring too many repairs and too much money to keep it in service. They talked about what type of truck would be needed and where to purchase one. The general consensus regarding whether to buy a newer one or an older used one was split. Jerry suggested coming up with specs for what was needed and put it out for bid to see what kind of submissions would come in. Jim wanted to purchase one at an auction at a reduced price. Matt said that if one was purchased at an auction for $10,000 or less then the problem of higher mileage and somebody else’s problems would come into play, and we’d have to live with something we might not want. Mike’s favored Jim’s idea of purchasing at auction but to purchase one that was fleet-maintained. He also suggested buying a truck on eBay or checking with government surplus. Jen advised not to consider government surplus as an option because there’s no opportunity to drive the vehicle before purchase, and any vehicle should be thoroughly checked out before buying. Matt and Jerry favored a newer pickup truck because it would require less repairs and would be in much better condition, which in turn would result in longer use. In the end, the Board decided to come up with specs and put it out for bid to see what kind of offers came in and Jim could see what was at some of the auctions.
Mike asked Jim if he would be allowed to drive the vehicle before buying at an auction because the auctions he’d been to does not allow for driving the vehicle before purchase. Jim said he would be allowed to drive it. Jerry reiterated that he felt it should be put out for bid, and Matt agreed, because none of the bids would have to be accepted if the cost is too high. Dave Bright said he could provide bid specs as a sample to follow to compose some for the Authority because one of his firm’s clients had recently done the same thing. Tom said he would write the specs after looking at the spec sample and after consulting with Matt and Mike as far as what was needed. Upon motion by Dennis Scharadin, seconded by Jerry Weiss, and carried by all, the Board decided to advertise and solicit bids for a pickup truck as soon as Tom had the specs written. Joe Zerbe would be consulted to look at the bid specs and then prepare the advertisement.
Jen asked if it was possible to add a second bathroom to the office because people are randomly stopping by and using the Authority’s business office as a pit stop to use the facilities. And because it is not known who the people are, the bathroom has to be thoroughly cleaned every time someone walks in off of the street and uses it. Not only is it unsanitary, it’s becoming a nuisance, and the bathroom is often left in a mess after the person leaves. Tom said the original plans included a second bathroom but it wasn’t put in the final plans. Tom said he didn’t think it would be all that expensive. Upon motion by Jerry Weiss, seconded by Dennis Scharadin, and carried by all the Board authorized Tom to look into the design and cost for a second bathroom for the business office. The Board will then discuss whether or not to move ahead at the next meeting.
There being no further business, Jim Ridderhoff motioned for adjournment, and Jerry Weiss seconded the motion, carried by all. The meeting was adjourned by Tom Nagle at 6:52 pm.
Meeting minutes were taken, prepared, and submitted by Jennifer Hoy.
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