MEETING MINUTES OF THE
LAKE WYNONAH MUNICIPAL AUTHORITY
A regular meeting of the Board of The Lake Wynonah Municipal Authority was held on September 20, 2005 at the Lake Wynonah Municipal Authority Business Office Building, South Manheim Township, Schuylkill County, Pennsylvania.
Board members present at the meeting were Jim Ridderhoff, Joe Chicora, Tom Nagle, and Walter Jaros. Also in attendance were Dave Bright (LWMA Engineer), Mike Stewart (Applied Water Management), LWMA attorney Joe Zerbe, Tom Zenker (South Manheim Township Supervisor), and Nancy Wesner (LWMA office employee).
The meeting was called to order by Jim Ridderhoff at 6:00 p.m.
The minutes of the prior meeting were reviewed and accepted by motion of Joe Chicora, seconded by Tom Nagle, carried by all.
The Treasurer's reports for July and August 2005 were reviewed and accepted by motion of Walter Jaros, seconded by Tom Nagle, carried by all.
Mike reviewed his written report relating to managerial matters (submitted to the Board prior to the meeting) which addressed water and sewage operations. He said a truck maintenance documentation sheet had been made up as instructed by Walter Jaros. Walter said the white Mack hadn't been moved in a few weeks, and when the truck isn't moved, water builds up in the brakes and causes problems. Mike said the trucks will be moved a minimum of once a week. He added that moving the trucks was supposed to be the procedure all along, but now the actual process will be documented. Walter said the maintenance schedule is important for the safety of the drivers, and protection of the lakes and properties. Walter asked Mike to submit a maintenance report in his meeting packets. Jim asked if a maintenance schedule is needed for the pickup truck too. Mike said it probably wasn't, but that it was critical for the pump trucks because the driver is supposed to take the creeper and go underneath each truck to check all the air lines to make sure nothing is rubbing and there are no potential problems. In water matters, Mike reported that:
In sewage matters:
- Dave Bonkovich completed an emergency leak survey after multiple leaks surfaced that were rapidly draining the reserve capacity in the storage tanks. Repairs are now complete. Water consumption is now at or below normal levels.
- Hydrant flushing is now complete.
- The hydrant repainting program was initiated this summer starting with hydrants on the main roads, Running Deer Drive, and Wynonah Drive. Hydrants will continue to be painted as time and weather permits.
- The flow meters at the wells were calibrated by CY Meter Service.
Dave Bright summarized work done in the past month pertaining to a new well. A suggestion was made to check two lots at Arrow Cove because of the undeveloped nature in that area. SSM's hydrogeologist, Al Guiseppe, met with Mike to look at the sites. In a memorandum from Al, he indicated that these lots would not be good candidates to support a well for a number of reasons. His report is attached to the office copy of these minutes. Dave then received correspondence from the LWMA regarding lot 1027. DEP was contacted to conduct a sanitary survey for lot 1027, and the DEP hydrogeologist said that because he had looked at the lot in 1999, he didn't feel it was necessary for him to look at it again because nothing had changed radically since then.
- Both pump trucks are operational. Both trucks were inspected. Two steering tires were purchased for the red Mack. The brakes on the White Mack were completely disassembled and cleaned of rust and debris by Blue Mountain Mack.
- After concerns were raised about the safety of the white Mack, it was sent back to Blue Mountain Mack for a full safety check and no defects were found.
- The display panel on the inlet valve controller failed; a new display panel was purchased from LRM and was installed by LWMA personnel.
- The flow meter on the wastewater plant was calibrated by Moyer instruments.
Dave said the next step would be to prepare a pre-drilling plan for lot 1027, and for the LWMA to get permission from the owners to work at that site. He said that one of the parameters that must be considered is that the Authority will have to control the wellhead protection area which is a minimum of a 100' radius around the well site. He submitted a map to show the Board where that 100' diameter circle would fall. The comment from DEP in a letter written 1999 in reference to lot 1027 was that the wellhead protection area should not include Indian Drive. At the minimum, Dave said that the Authority would be looking at owning or controlling two lots, and possibly three. Also, because of the proximity of the stream in the area, DEP told Dave that the Authority would have to do six months' of SWIP monitoring (daily monitoring to see if there's any radical changes in water quality because of rainfall, etc.). He said the pre-drilling plan would explain how the Authority would develop the well, and what kind of monitoring would be done assuming that water was found. Joe Zerbe said he would draw up a contact letter to get permission from the owner(s) to do test drilling.
Joe Zerbe said routine legal services were taken care of such as filing and satisfaction of liens. Also, he explained an article Jen submitted to him regarding subcontractor worker's compensation issues, which he didn't feel affected the Authority.
Jim Ridderhoff asked Mike if he prepared a report on rehabilitation of the wells that included when each well was rehabilitated, what process was used, and how they responded in order to determine whether the wells should be rehabilitated on a regular basis, or if they should be done at all. Mike said that he hadn't prepared a report but that he would do so.
The Board was apprised of a situation concerning one of the Authority's employees, and determined to act on it. Upon motion by Walter Jaros, seconded by Joe Chicora, and carried by all, Bruce Fabian's position with the Authority was terminated, effective immediately. Jim added that the Board has detailed information concerning a timeline of actions and reactions that occurred over the last several months that initiated the termination decision.
It was noted that a letter was received from the LWPOA President asking the LWMA Board to remind its drivers to slow down when driving through the development. The pump truck had been observed driving faster than what was deemed safe for the community. Jim Ridderhoff said LWMA drivers would be reminded to keep their speed down.
The business office personnel had been asked by the auditors to consider purchasing a software program to satisfy their general ledger requirements. It wouldn't replace the programming office personnel currently use, but it would eliminate the need to do payroll and tax preparation by hand. The program being considered (Peachtree Accounting) wasn't tested yet, and the request to purchase would be based on the program meeting the requirements needed by the office staff. Upon motion by Joe Chicora, seconded by Walter Jaros, carried by all, approval was given to test and purchase the software needed.
Jim noted that the auditor's report for the calendar year ending December 31, 2004 was included in the meeting packets. He asked Jen if there was anything new relating to it, and Jen said that an MD&A report had been added. The MD&A (Management, Discussion, and Analysis) is a report that is now required by entities such as the Authority (among others) because of the government's new accounting requirements.
Joe Chicora suggested that the Authority consider power washing the water storage tanks. He said he looked at the tanks after the graffiti was removed from the newest tank, and the difference between the cleaned area and the dirty area was like night and day. He said it looked like a new tank in the areas where it was cleaned, and the bottom was the worst part. Mike said plant personnel were out to power wash, but they couldn't even reach the top of the bottom panel. Joe said the tanks and paint will last longer if they're properly maintained, and they won't rust as fast. Dave Bright said proper maintenance would prolong the life of the tanks. Joe had obtained one quote for cleaning both tanks, but told Mike to get two other phone quotes and pick the lowest quote as long as the contractor was qualified to do the cleaning.
Revision 6 of the LWMA's Sewage Management Program was distributed at the previous meeting to be reviewed by the Board for possible action at the next meeting. Mike had one question about the septic inspection certification form regarding lateral cleanouts, and the question was adequately addressed by Tom Nagle. Upon motion by Joe Chicora, seconded by Jim Ridderhoff, and carried by all, Revision 6 of the LWMA's Sewage Management Program was approved and adopted by the Board.
Walter asked Mike what kind of security measures were being looked at for nighttime use. He said that a brochure had been received for security cameras, but the system was extremely expensive at $5,000 per camera. Joe said to check with some security companies in the area, such as Dynamark in Frackville, and others in the Reading area, to get some brochures.
There being no further business, Walter Jaros motioned for adjournment, Joe Chicora seconded the motion, carried by all. The meeting was adjourned by Jim Ridderhoff at 7:28 p.m.
Meeting minutes were taken, prepared, and submitted by Jennifer Hoy.