Warwick Township: Minutes of Last Meetingfile:///C|/Users/Brett%202/Desktop/stevens%20lee/Warwick%20Township%20Minutes%20of%20Last%20Meeting.htm[3/30/2009 8:23:56 PM]

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Lititz, PA

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February 17, 2009MINUTES OF THE BOARD

The meeting was called to order by Chairman Troy Clair, at 7:00 PMPresent Were: Board Members: Troy Clair, Donald Engle, LeeSpangler, Edward Stone and Jeffrey Tennis, Claudia Watt, Carl Haws,Solicitor William Crosswell, and Consulting Engineer Scott Carl.GUEST RECOGNITION There were no guests to be recognized.The MINUTES of the January 20, 2009 meeting were unanimously approved as written ona motion by E. Stone, seconded by J. Tennis.The TREASURER’S REPORT was unanimously approved on a motion by T. Clair,seconded by D. Engle.PAYMENT OF THE BILLS, in the amount of $56,874.12, for the period from January 20,2009 through February 17, 2009, was approved on a motion by D. Engle, seconded by J.Tennis. Passed unanimously.The WATER OPERATING REQUISITION, in the amount of $25,000.00, for operation of the water system through March 17, 2009 and the SEWER OPERATING REQUISITION,in the amount of $46,000.00, for operation of the sewer system through March 17, 2009,were unanimously approved on a motion by T. Clair, seconded by L. Spangler.The following REQUISITION from the Water Bond Redemption & Improvement Fund wasunanimously approved on a motion by L. Spangler, seconded by D. Engle:REQ. PAYEE REASON AMOUNTWB320 Entech Engineering, Inc. Lititz Run Rd. Water Line Replacement $15,553.63The following REQUISITIONS from the Sewer Bond Redemption & Improvement Fundwere unanimously approved on a motion by L. Spangler, seconded by E. Stone:REQ. PAYEE REASON AMOUNTB362 Lititz Sewer Authority WWTP Upgrade $12,038.02B363 Entech Engineering, Inc. GIS-Lititz Area Sewer $1,370.20Total $13,408.22ADMINISTRATORS REPORTC. Watt gave the following report:

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Warwick Township: Minutes of Last Meetingfile:///C|/Users/Brett%202/Desktop/stevens%20lee/Warwick%20Township%20Minutes%20of%20Last%20Meeting.htm[3/30/2009 8:23:56 PM]

The on site work for the audit of the 2008 fiscal year took place during the week of February 2

. A draft of the audit report and adjusting entries were submitted today. After Staff has an opportunity to review the draft, a meeting will be scheduled with the auditorsprior to the issuance of the final report.Township and Authority Staffs are working together to revise and update the EmployeeHandbook. We will meet with the consultant, Nancy Hess, on March 16

.A draft of the medical benefit plan that was received from Benecon on January 16

hasbeen reviewed and a list of questions and comments has been prepared. Staff will meetwith representatives of Benecon on March 6

to review these comments and Benecon’swellness program.The final draft of the 2008 Comprehensive Sewer Plan was to be presented at thismeeting. However, Staff has not had an opportunity to review the final revisions that weresubmitted last month by Entech.MAINTENANCE REPORTC. Haws reported on the following maintenance to the systems:Packing was installed in a pump at Station 4.Maintenance personnel continue servicing the small equipment.Maintenance personnel have also finished painting the wellhouse walls.Several modems went bad and were replaced at Stations 1 ,3, 4, 7, 8, 11, 13 & 14.Two new hour meters were installed at Station 5.A fuel leak on the return line on the generator at Station 3 was repaired. Thegenerator’s water pump was also replaced.Pumps 1 & 2 at Station 7 were pulled. The pumps had high hours and the impeller was clogged.Pump packing was installed in the pumps at Station 13.Maintenance personnel cleaned the wet wells at Stations 4, 10 & 18.The pressure relief valve at Station 1 was rebuilt.Maintenance personnel were called out Thursday night due to a water main breakon Green Acre Rd. The line was repaired by 3 AM.SOLICITOR’S REPORTB. Crosswell said that his office responded to the letter sent by Sager, Swisher & Co.regarding the 2008 Audit.Red-Flag Policy - B. Crosswell said that the date to implement the Red-Flag Policy to

Warwick Township: Minutes of Last Meetingfile:///C|/Users/Brett%202/Desktop/stevens%20lee/Warwick%20Township%20Minutes%20of%20Last%20Meeting.htm[3/30/2009 8:23:56 PM]

prevent identity theft was moved to May 1 but no further clarification of the policy hasbeen issued. We will review the policy in March.The Solicitor’s office will be looking into proposed changes to the Rates, Rules andRegulations that were submitted by C. Watt.ENGINEER’S REPORTS. Carl attended the workshop meeting with WTMA Staff on February 6

.Comprehensive Sewer Plan - Authority review comments were incorporated into the Planand were forwarded to WTMA for final review.GIS Mapping / Lititz Area - Final review comments were received and incorporated ontoatlas maps at the end of January. On February 12, three sets of laminated atlas mapbooklets were issued to WTMA. S. Carl stated that the project was completed well under the approved budget.Sechan Electronics - Entech has been communicating with Diehm & Sons by telephoneand e-mail. We are awaiting a Final Revised Drawing package.Shoppes at Kissel Village / Target - We are waiting for a response to our January 14

comment letter.Lititz Run Road Water Line Replacement- Entech Staff has been working on permitting,final design, temporary construction easement and permanent waterline easementagreements. The bid advertisement was issued to the newspaper on February 12

andthe project is out for bid as of February 16

. There will be a mandatory pre-bid meetingon Friday, February 27

at 10 AM. We will receive bids on March 10

.Lititz Sewer Authority WWTP Upgrade - Since the last Authority meeting, Entech workedwith various people on the temporary construction easement and land purchaseagreements. Notices of Award and Contract Documents were issued to all threeContractors. The final draft of the grant application was reviewed and comments wereforwarded to McCullough Consulting. On January 16

, the grant application was submittedto the Commonwealth Financing Agency. The application is under review and there havebeen some followup conversations with McCullough. Final sets of contract documents "for Construction" have been completed and issued to the Contractors, WTMA, LSA andWarwick Township. At the request of Lititz, S. Carl contacted Pennvest regardingsubmitting an application for funding. For a variety of reasons, funding through Pennvest isnot feasible. The official Pre-Construction meeting was held at the Wastewater TreatmentPlant on February 13

. Signed Contract Documents and Notices to Proceed were issuedto the three Contractors on the same day. S. Carl said that the project is on schedule.SUBDIVISIONSNewport Square Revised Lots 152 & 153 - C. Watt said that the Developer has submittedthe executed Bill of Sale and Maintenance Guaranty Agreement and a MaintenanceGuaranty Bond. A motion was made by L. Spangler, seconded by D. Engle, to accept theBill of Sale and Maintenance Guaranty for Newport Square Revised Lots 152 & 153.Passed unanimously.