November 21, 2013

November 21, 2013



Members present: Robert Gunder

                              Kerry Bumbaugh

     1.      Meeting of Quincy Township Board of Supervisors was called to order at 8:33 a.m. by Chairman Gunder followed by the Pledge of Allegiance. One resident and Joe Schorn, water plant operator, Ed Wilson, sewer plant operator, Charlie Pentz and Mark Bard were in attendance.

     2.      There was no initial public comment.

     3.      The Minutes of October 24, 2013 were approved as written along with the Bills except those paid to the Supervisors on a Bumbaugh/Gunder motion. Motion carried unanimously. The minutes from November 7, 2013 will be tabled until Wilbur is present.

     4.      The John Halzinsky Subdivision was approved on a Bumbaugh/Gunder motion. Motion carried unanimously.

     5.      Intergovernmental Radio Agreement was discussed. The agreement has been received and needs to be reviewed by Solicitor Lisko before signing. The Township radios must be programed which will be done at the 911 center this afternoon. A Gunder/Bumbaugh motion approved signing of the agreement subject to Solicitor Lisko reviewing. Motion carried unanimously.

     6.      Mount Zion/Manheim Road intersection was reviewed. After Lee Royer reviewed the intersection, he informed the Supervisors that there is not going to be any safer place for the intersection to be located. The site distance will not be any better. Penn Dot has suggested the possibility of placing a flashing yellow light if the Township would be willing to pay a small electric bill each month for the light. Penn DOT is going to review and during that period, the Supervisors will continue to pursue other possible safety measures for that intersection.

     7.      The Waynesboro Fire Service Contract has been returned corrected. Lloyd Hamberger has added the items that were missing from the prior agreement back it to this year’s agreement. It will need to be signed and returned. The agreement once revised was approved at the last meeting.

     8.      An update was given on the Municipal Park. Solicitor Lisko is writing an opinion letter to DCNR which was requested from DCNR and will be ready next week. We have received an extension for the Grant until December 2014, but if we want to apply for the next round of grant money it will need to have project completed by March 2014.

     9.      The 2014 Budget has been prepared and Supervisor Gunder has a few minor changes in the water fund. The total budget for 2014 should be around $4,000,000. A Bumbaugh/Gunder motion approved advertising the budget with no tax increase to be adopted at the December 19, 2013 workshop. Motion carried unanimously.

     10.  Allen & Gail Mills Lot Addition. The Planning Commission reviewed and requested that the plans show the public water line and residue. They have requested to connect to the Mont Alto Water line and Sewer Line. Lee Royer arrived to discuss the plans. The Board would like to have side and rear setbacks on the lot added and also who owns the right of way. A Bumbaugh/Gunder motion approved the plans contingent on changes being made. Motion carried unanimously.

     11.  A Bumbaugh/Gunder motion approved the standard water and sewer connection letter being sent for connection to Mont Alto water & sewer for the Allen & Gail Mills lot addition plans. Motion carried unanimously.

     12.  Tomstown TCE will be discussed this morning. John High and Bob Schimmerling are present to discuss the amended budget and bidding. The Supervisors and Engineer met with counsel, Rhoads & Sinon, on November 14, 2013. The meeting was about the condemnation of the Bricker tract. Counsel believes there is justification to take 4.4 acres of the property, but believe we can downsize and we can condemn the piece with the wells on later. Supervisor Gunder reluctantly agreed to reduce the condemnation size to 2.1 acres which should cover ¾ of the well head protection area. Supervisor Bumbaugh wants Mr. Bricker to know that once we have taken the property that this does not grant him access to his property and that he will not be able to restrict our access to our right of way, because the right of way will be owned by the Township which we need to make sure that the ownership of the right of way is clearly spelled out. Also our legal counsel will look over our bid documents. Rhoads & Sinon will be our legal counsel for the water projects.      Supervisor Bumbaugh talked about Furnace to Peiffer Tract. They are going to try and have completed and notify DCED in January. Joe will mark of the jobs completed as they are finished. Supervisor Bumbaugh would like to go to DCED at the County and ask if when project to connect is completed whether they will release our funding. At the present time, we have a lot of projects that need to be completed. The road crew is going to have to deal with culverts and storm drains with bad weather. Therefore Supervisor Bumbaugh has talked to EJ about getting a price on a vactruck which can justify purchase because of cleaning culverts from leaves. Ed Wilson informed the Board that WTMA has a jet vac truck and they only use it when needed for their sewer. Therefore maybe we can check into renting it from them, versus purchasing one. Also Supervisor Bumbaugh would like the okay to put John & Matt Kahl on payroll to help get the water project for Furnace Road completed. Supervisor Gunder is under the understanding that Counsel recommends that we do not do any of the work using our employees. Supervisor Bumbaugh stated that this is a major project and that we should break it down into a couple contractors to get it completed. The question was raised about how far the contractor will install the line and the consensus was to the meter pit and then Township employees will install to the house and will bring in a master plumber to connect to the house which may be able to put plumber on our payroll. Ed Wilson believes that we only need one contractor. John High agreed that we should have one general contractor and he can sub out work and he would be responsible if not completed correctly. We are only looking at two contracts. The Supervisors agree that the Township will be installing the laterals, but will have to have a master plumber or we can bid it. We could also have a seminar and register plumbers who attend the seminar so residents have a choice in who to use. Bob Schimmerling stated that if the Township employees did plumbing inside the house there could be liability issues if damage is done. There will need to be an inspection before with pictures being taken and an inspection after with pictures. Supervisor Bumbaugh believes there needs to be a liability insurance policy for this and it can be billed to DEP. Joe questioned who was going to control the materials. A discussion followed on who would purchase and control materials. The Board will defer to the Solicitor about Township purchasing material and contractor getting it from the Township or if contractor should purchase.  The consensus is that a contractor will install the mainline with an inspector from the Township on site. John High informed the Board that our Ordinance needs to be update before the bids go out and that we need to be very specific on what and how we want the distribution system constructed. We will need to include that the material used must be made in the US which is a requirement for the DEP Grant. Travis and Joe will get with Supervisor Gunder to update our Ordinance. The bidding process and documents were discussed. Bob Schimmerling stated that three parties will be listed in the contract, the bidder, owner and agent to act on behalf of the Township. Supervisor Bumbaugh discussed the requisitions for payment. During the sewer project the Township received a monthly progress report at a meeting which included what was completed, what was billed for and the payment request. Upon review then payment was issued and the Township had 60 days to issue payment. We will need to get the Solicitor on board for this review. The Township is concerned about DEP not paying in the 60 days once invoiced. We will have to contact Rhoads & Sinon about possibly securing loan to pay until reimbursed from DEP.   John High said the contractor will give the Township a monthly progress report that way, we will know if they are staying on time. Bob Schimmerling can go over the method of payment with the Supervisors which can be entered into the contract documents that they would only get paid once we receive money from DEP. John High stated that quality assurance is important. Bob Schimmerling stated that we need to give the contractor time to understand everything in the contract because knowledge will be everything with this project. Solicitor wants only a performance bond for this project. Some permits and federal fees will need to be renewed, but some will just need to be modified. Joe will need to document certain issues by video especially existing conditions and then review before notice to proceed is given. The Budget has been revised the total is close to 7 million. We will need to have the land at the Park for well and wellhead protection added to budget.  The cost for waterline is over 3 million; treatment plant is 1 million and 1 million for pump station. John High has a breakdown of specific items. Supervisor Gunder is concerned that the 12 inch line may raise a red flag. He believes a note should be included on the budget stating that it is for fire flow to Monn Drive. Supervisor Bumbaugh is concerned about getting the line installed in the Park area in time for us to apply for next round of grants from DCNR. We will be able to have in the Park by end of 2014 by contractor. A Gunder/Bumbaugh motion approved the updated budget, getting it to DEP and getting the construction permits. Motion carried unanimously. Counsel believes that as soon as budget is approved the agreement between DEP and the Township needs to be amended.

     13.  A Bumbaugh/Gunder motion approved the Christmas bonuses for the employees being the same as last year. Also the Christmas Party will be held on December 19 after the workshop. We are going to invite John & Matt Kahl and Tim & Travis Butts. Motion carried unanimously.

     14.  Ed Wilson informed the Board that Waynesboro Borough is getting ready to sell a generator. They are looking to sell it for around $10,000 or best offer. We could purchase and trailer mount it to use when no electric. Our maintenance building needs a larger unit. The Board would like to talk to the Borough about purchasing and will offer $7500 once it is checked out. A Bumbaugh/Gunder motion approved proceeding with pursuing this purchase. Motion carried unanimously.

     15.  A Bumbaugh/Gunder motion approved Ed Wilson getting three quotes or checking in to costars pricing for a crane to be mounted on the back of a truck. Motion carried unanimously.

     16.  A Bumbaugh/Gunder motion approved Travis completing paper work and Supervisor Gunder to sign offer to purchase the ground (Peiffer Tract) based on the Mullins Appraisal at well 3, 4, 5,. This is by law what we are allowed to pay. Motion carried unanimously.

     17.  The meeting adjourned at 11:05 am on a Gunder/Bumbaugh motion.