N.O.M.A. Meeting Minutes for
March 25, 2014
On the above date at 7:04 PM the New Oxford Municipal Authority met with Chairman John Spalding presiding. Authority Board members present were Treasurer Al Gallo, Personnel Guillermo Bosch (arriving at 7:19 PM), and Secretary Tom Olshanski. Also in attendance were Steve Hovis with Stock & Leader, Randy Bailey from Wm. F. Hill & Assoc. Engineering, Tom Beamer, NOMA Facilities Manager, Adam Winters, Asst. Facilities Manager and Amber Gearhart, Project Asst./Asst. Secretary. Visitors: Alan Stock, Eicholtz Co.
Alan Stock with Eicholtz Co. was here to discuss his questions on how NOMAs collection process works. His January bill was never received by the due date, and Eicholtz received a delinquent letter stating that the account was not paid by the due date. It appears that the original check may have been lost in the mail. The check has been cancelled and a new check was issued to NOMA. The collection process was discussed and how it relates to other municipalities and their practices. There will be a separate check mailed to NOMA covering the delinquent letter fee of $20.00.
On a motion by Bosch, seconded by Olshanski, the Board unanimously approved the addition on page two of Amber Gearhart and Robin Wallace being appointed as Assistant Secretaries to the January 28, 2014 meeting minutes.
On a motion by Olshanski, seconded by Bosch, the Board unanimously approved the amended minutes of the January 28, 2014 board meeting.
On a motion by Bosch, seconded by Olshanski, the Board unanimously approved the minutes of the February 10, 2014 workshop.
On a motion by Bosch, seconded by Olshanski, the Board ratified payment of the following expenditures: January 23rd thru March 20th in the amount of $235,150.50.
On a motion by Bosch, seconded by Olshanski, the Board unanimously approved to retro all the raises and salary increases approved at the January 28, 2014 meeting back to January 1, 2014.
Old Business
Adam Winter’s Rate Increase – As discussed at the February 22, 2014 Workshop, Adam’s status changes include: change from non-exempt to exempt, pay increase from $27.55 to $31.70 per hour, and schedule changes of being exempt from working weekends and holidays due to the amended position change. This new arrangement makes the agreement signed on May 21, 2008 null and void as well as any payment discrepancies related to said agreement. These changes have taken affect as of February 24, 2014. On a motion by Gallo, seconded by Bosch, the Board unanimously approved to adjust Adam’s status and hourly rate as indicated.
New Oxford Borough Invoice – The invoice is in regards to a claim of damage to the storm sewer during water and sewer installation on Carlisle Street about four (4) years ago. There was a request to have the Borough itemize the invoice after receiving it. NOMA has yet to receive an itemized invoiced. Conewago Construction has sent NOMA a check for $3,815.00 which represents half of the $7,630.00 invoice. On a motion by Bosch, seconded by Olshanski, the Board unanimously approved for Tom Beamer to generate a letter to the Borough Council requesting an itemized invoice for consideration by the Board.
New Business
May Meeting Date Change – Bosch would like to have the May meeting changed to May 13, 2014 due to a scheduling conflict. On a motion by Spalding, seconded by Olshanski, the Board unanimously approved moving the May meeting to May 13, 2014.
Oxford Township Requests – The Oxford Township is requesting free connection (tapping fees) and free bi-monthly usage from NOMA for the Township Building located on Hanover Street and for the Recreational Park located on Poplar Road. Various scenarios were discussed and the Board decided to waive the first initial connection fee (1 EDU) for each location, but the Township would be responsible for all other future connection fees and the bi-monthly usage charges. On a motion by Olshanski, seconded by Bosch, the Board unanimously authorized the solicitor to send two (2) letters to Oxford Township providing that they receive one (1) free EDU for each on of the connections and that they will be required to pay the regular bills for any usage; if the usage exceeds one (1) EDU, they would be required to pay for additional EDUs as per the Authority’s policy.
Sonlight Christian Fellowship – The church is asking for an extension of the previous agreement. On a motion by Olshanski, seconded by Gallo, the Board unanimously decided to extend the agreement for another year with the same conditions.
Facilities Manager Report
Reviewed and unanimously approved by the Board on a motion by Bosch, seconded by Olshanski, was the report submitted by Tom Beamer, Facilities Manager.
Delinquent Accounts – The Oxford Township sewer delinquents for 2013 totaled $34,012.26 in collected funds. The legal fees incurred were $9,636.24 leaving a balance of $24,376.02. NOMA issued a check in the amount of $12,188.01, one half the total collected, to the Oxford Township for the delinquents collected in 2013.
Bio-Solids Project – The grant application will be submitted on April 4, 2014 and is to be reviewed by May 9, 2014.
Credit Card Payments – Trying to set up to accept credit card payments at the office. This will be discussed at the May meeting.
Internship – This will be with the Conewago Valley School District. Tom met with the guidance counselors on March 12, 2014 to discuss. The school does not have a program in place anymore. Stock and Leader is drawing up an agreement between NOMA and the school for the program. It will be one (1) opening posted for the summer and it is to be posted by the end of April for juniors and seniors thru the science department.
Unmetered Township Customers – The intent was to use the delinquent account funds from Oxford Township to fund the project to meter the township customers that are not metered at this time. There are 543 township customers that are not metered at this time. Most of these customers are on private wells. All new homes have been metered. The customer would need to install the meters and Tom Beamer would like to see the inspection fees waived. He will notify the township by a letter to inform them of the intent of NOMA with a time frame to start being in six (6) months to a year. On a motion by Olshanski, seconded by Bosch, the Board unanimously decided to reinstate the original desires of the Oxford Township and have all non-metered customers metered.
Other Business
Chapter 94 Report – Adam presented some information from the latest (2013) Chapter 94 Report.
Notice of Violation – A notice of violation was received from DEP on March 18, 2014 for failure to monitor at the water plant for missing samples. The water plant has received violation for this in the past from 2009 to 2012. There were no fines issued with this violation. NOMA must mention the violation in the CCR Report for this year. A letter will be issued to the Head Water Plant Operator in regards to the issue.
Employee Handbook Amendments – There were amendments to be made to Employee Handbook as follows: the Maternity Leave section will be added and state that this is granted per NOMA’s short term disability policy. Also amended is the Education Assistance section to give a more modern outline of what will be provided to our employees under several circumstances. On a motion by Bosch, seconded by Olshanski, the Board unanimously approved to above amendments to the employee handbook.
William F. Hill & Assoc. Report
Oxen County Meadows Water System – Still waiting on some approvals from the SRBC in regards to the wells. Steve Hovis did send the letters requested previously by the Board and NOMA is awaiting a response in regards to them.
Dam & Fish Way Replacement Project – Spoke with Brian Crookston of Schnabel Engineering on March 19, 2014 for an update on the project.
Wastewater Treatment Plant Generator – The generator has been installed, tested, and completed by Swam. NOMA received a final payment request for the project in the amount of $102,339.00. There were no change orders for this project. On a motion by Bosch, seconded by Olshanski, the Board unanimously accepted the maintenance bond pending solicitor’s review and approval and approved the final payment in the amount of $102,339.00 to Swam for completion of the project.
Fire Hydrants in Oxford Estates – There are four (4) fire hydrants that the developer did not install in Oxford Estates. NOMA and Oxford Township agreed to split the cost of the fire hydrants in the existing locations as per the development plan. The Board reviewed the information as to the new proposal for the placement of the fire hydrants by Oxford Township. A letter will be written by Tom Beamer, Facilities Manager, indicating the Board’s decision. On a motion by Bosch, seconded by Olshanski, the Board unanimously moved to proceed with the original proposal of installing the four (4) fire hydrants, begin the bid process for the project, to advise the township in writing of the decision, and to split the cost with Oxford Township as previously discussed.
GIS Mapping – Bill Hill’s office is still in the process of coordinating the updating of the new systems with the GIS mapping system.
On a side note, the mapping projects of the WWTP and WTP is ongoing. This includes piping, electrical, etc.
Solicitor’s Report
Sheriff Sales - The new procedure for the Sheriff Sales in Adams County was discussed. NOMA must send a representative to place the bid at the time of the sale. That representative will come from Stock and Leader acting on behalf of NOMA.
Oxford Glen – The Oxford Township previously approved a 92 unit sub division on Brickyard Road. The developer would like to complete the project in six (6) phases. The capacity fees would be paid at the time of each phase.
With no further business to be brought before the Board, on a motion by Olshanski, seconded by Bosch, the Board unanimously adjourned the meeting at 9:28 PM.
Reminder of the next Authority meeting will continue on May 13, 2014 at 7:00 PM.
Respectfully Submitted,
Amber K. Gearhart
Asst. Secretary/Project Assistant