Home Meeting Minutes MAY 21, 2018
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Meeting Minutes - Meeting Minutes

Present

Chairman Jerome Theobald ; Vice-Chairman John Haggarty; Secretary James LaPoint; Treasurer Timothy Moffitt ; Assistant Secretary George Firmstone; Mary Peters, Engineer;  Tammy Jensen, Administration;  Dan Guinther, Plant Operator; Anthony Magnotta, Solicitor.

 

Absent

Assistant Treasurer James Brennan

 

Visitors

Brad Murray, Brian T. Kelly, CPA & Associates

 

Pledge of Allegiance

 

Solicitor’s Report

CWRA Copper BLM Study
On May 16, 2018, I attended a conference call with representatives of Pennsylvania DEP -- Phil Amico, Tom Barron, and Amy Bellanca; Joseph Schwarz from Kleinfelder; Dan Guinther, Sharon Kinzinger, and George Firmstone from the Authority; and Mary Beth Peters and Bryon Killian from Entech Engineering.  At that time, it was suggested by the representatives of DEP that Kleinfelder develop correspondence to the United States Environmental Protection Agency to outline their concerns regarding the proposed BLM Study with reference to the sampling and need to determine an effluent limit.  It was also discussed that Central Wayne Regional Authority should apply for a permit amendment through Amy Bellanca’s Permitting Office with reference to the limits which are scheduled to go into effect for the Authority in May 2019.  After listening to the discussion, I have reached the conclusion that the Authority should direct its consultant to attempt to comply with EPA’s guidelines.  As this matter continues to drag on, it will undoubtedly be held against the Authority and action needs to be taken.  I will defer to Entech Engineering for technical discussions regarding the effluent limits for the TRE Phase I Study.

 

Indian Orchard Holdings Company

Correspondence was forwarded to Ronald Bugaj, Esq. on April 23, 2018 in response to his April 12, 2018 correspondence looking for a more suitable arrangement for his client, Indian Orchard Holdings Company, LLP with reference to unused sewer connection permits.

 

Dutchland

With respect to the Limited Structural Warranty received from Dutchland, the correspondence from the Authority of February 2, 2018 to Ben Kauffman was responded to by Dutchland on March 2, 2018.  In addition, it is my understanding that we have received bids for the sealant budget for Honesdale SBR which would include $77,600 from Dutchland for subcontractor costs in accordance with an email dated April 25, 2018 from Bryon Killian.

 

I believe at this point if the Board desires to go forward with the sealant of the tanks, Dutchland’s involvement will be limited to that set forth in the email of April 25, 2018 from Bryon which is sealant work from Dutchland for $77,600.

 

Interceptor Project

I reviewed the minutes of the May 2, 2018 progress meeting and will defer to Mary Beth Peters for any comments regarding the status of the work.

 

RUS

I have prepared a Legal Services Agreement and forwarded it to the Authority and Kimberley Loftus for review.  Since the Department of Agricultural Rural Utility Services has insisted on a flat fee, I have allocated the fee of $30,000 as follows:  $10,377.50 for work on the project from May 2017 through the April 2018 billing which has been billed but not yet paid for; and $7,500 to be used for permanent loan closing.  This would leave an additional $12,122.50 for additional work which may be needed to be performed with respect to the three (3) contracts, White Mills, Old Willow Avenue and the Interceptor Project.  I would appreciate it if the Board would review the Legal Services Addendum and accept it so that RUS may act upon it.

 

Earl D. Conklin

Correspondence was forwarded to the Sheriff of Wayne County outlining the Authority’s two (2) municipal liens against the Earl D. Conklin property at 1836 Parkway Drive, Honesdale, PA 18431.  It is anticipated that the Board will receive from the Sheriff’s sale a sum of $1,127.40.

 

Aqua PA Inc.

Despite additional correspondence being forwarded to Aqua PA Inc., my office has not yet received a reply from Aqua with regard to Winter Termination of water services.

 

Brad Murray from Brian T. Kelly, CPA & Associates reviewed the 2017 Audit with the Board. The USDA requires a higher level of reporting. A single audit will be required once the White Mills & Interceptor Projects progress.

 

Motion

On a motion made by George Firmstone and seconded by John Haggarty the Board approved the 2017 Audited Financial Statements as presented from Brian T. Kelly, CPA & Associates.  Motion carried.

Roll Call

Mr. Firmstone, Yes                 Mr. Moffitt, Yes                      Mr. LaPoint, Yes

Mr. Haggarty, Yes                   Mr. Theobald, Yes                   Mr. Brennan, Absent

 

A meeting was held today at the Texas Township Municipal Building regarding the Old Willow Ave Bridge Project. The Authority will need to relocate their line due to the project.  The line will be upgraded from a 3” to the new 6” force main due to the White Mills Project.  An Intergovernmental agreement will be made between the Authority and the Township regarding the project.  The Authority will be requesting that any remaining grant funds from the project be allocated to the Authority for their expense in relocating the line. Easements from two property owners may be needed to complete the project.

 

Engineer’s Report

 

  1. 1) WHITE MILLS SEWER INSTALLATION PROJECT
  2. Contract #1 and #2
    1. Under RUS Review – Specifications Complete – Finalizing Plan Review
    2. Contract #3 – Interceptor
      1. Contract Information:

(1)   Contractor: Standard Pipe Services

(a)   Subcontractor: Reinfurt Excavating

(2)   Dates:

(a)   Notice to Proceed: January 29, 2018

(b)   Substantial Completion: January 29, 2019

(c)    Final Completion: February 28, 2019

(3)   Contract Amount: $1,792,350.00

  1. Payment Applications:

(1)   Payment Application No. 3 - $337,119.37 (Recommend for Approval)

  1. Upcoming Meetings

(1)   Progress Meeting No. 4 – June 5th @ 11:00 am

  1. Schedule/ Progress

(1)   Reinfurt – 7 Properties Remaining and Restoration Work

(2)   SPS - Interceptor cleaning/televising approximately 50% Complete

  1. Open Items:

(1)   Bypass Plan – Under Review

(2)   GP-11/SLLA – June

 

  1. 2) TOXIC REDUCTION EVALUATION
  2. Kleinfelder emailed EPA/DEP for meeting to discuss Sampling Plan
    1. Meeting May 16, 2018

 

  1. 3) CAPITAL IMPROVEMENT
  2. PennVEST Application
    1. Schedule:

(1)   August – October Meeting

  1. Requirements:

(1)   Letter of No Prejudice

(2)   Environmental Assessments and related Categorical Exclusions – Advertisement sent to DEP for Review

(3)   Alternative Analysis – In Progress

(4)   User Rate Study - Complete

  1. Projects:
    1. 2018 Sewer Main Replacement

(1)   Design Drawings Complete

(2)   Construction Schedule: 2018 Season

(3)   Permits:

(a)   PennDOT (Resubmit May 22, 2018)

(b)   GP-11 (Submitted - June)

(c)    Borough Road Opening

  1. Cliff Street Area

(1)   Design Drawings Complete

(2)   Construction Schedule: 2019 Season

(3)   Permits:

(a)   PennDOT (Submit May 22, 2018)

(b)   Borough Road Opening

  1. Crestmont Drive Area

(1)   CWRA Review*

(2)   Construction Schedule: 2020 Season

(3)   Permits: PennDOT, Borough Road Opening, NPDES Stormwater

  1. Lackawaxen River Interceptor

(1)   Design Drawings Complete

(2)   Construction Schedule: 2019 Season

(3)   Permits: None

(a)   GP-11 (Not Required, but to be Submitted)

  1. SBR Tanks

(1)   Design Drawings for June Meeting

(2)   Construction Schedule: 2018 Season

(3)   Permits: None

 

 

 

  1. 4) GARAGE Addition
  2. Developing Document for Client Review

  1. 5) DRBC Docket renewal
  2. Due May 31, 2018 (Need Signature and Notarization)

A press release was sent to Honesdale Borough regarding residents throwing yard debris and gravel over the riverbanks.  The debris had impeded the progress of the Interceptor Rehabilitation Project. The Borough has a yard debris pickup program, and residents were encouraged to take advantage of it.  The spring storm on May 15th has caused trees to fall in the river and along Interceptor work area.  There may be extra project costs involved in removing the trees.

Correspondence was sent to property owners along the river that are involved in the Interceptor Rehab Project.  A copy of the letter was also sent to Honesdale Borough and the Honesdale Borough Police.  The letter states that the project requires access to the river. The Authority’s contractor may need to access the river with hoses, cables, pipes, and trucks through private property.  The project may also require night work.

The Authority will progress with relocating the sewer main located beneath the 5th Street Pedestrian Bridge. Honesdale Borough will be replacing the bridge within the next few years.

An in-depth conversation was held regarding the Authority’s Toxic Reduction Evaluation. A conference call between the Authority and DEP took place on May 16th.  EPA is also involved in the evaluation, but they did not have a representative on the conference call. The Authority Board of Directors asked Plant Superintendent, Dan Guinther, to notify the Authority’s Engineer for the project, Kleinfelder, to assist in completing the study in a way acceptable to EPA.  The Authority will be requesting some modifications to the sampling points requested for the testing. The Authority will need to apply for permit modifications regarding their limits for the upcoming NPDES permit renewal.

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved the Addendum to Legal Services Agreement for the White Mills Installation and Interceptor Project between the Authority and Solicitor Anthony Magnotta in an amount not to exceed $30,000.00.  Motion carried.

Roll Call

Mr. Moffitt, Yes                      Mr. LaPoint, Yes                      Mr. Haggarty, Yes

Mr. Theobald, Yes                   Mr. Brennan, Absent              Mr. Firmstone, Yes

 

Motion

On a motion made by James LaPoint and seconded by Timothy Moffitt the Board approved Payment Request No. 3 of the Interceptor Rehabilitation Project- Contract 3 from Standard Pipe Services in the amount of $337,119.37. Payment will be issued upon approval from USDA Rural Development.  Motion carried.

Roll Call

Mr. LaPoint, Yes                      Mr. Haggarty, Yes                   Mr. Theobald, Yes

Mr. Brennan, Absent              Mr. Firmstone, Yes                 Mr. Moffitt, Yes

 

Motion

On a motion made by Timothy Moffitt and seconded by James LaPoint the Board approved the Delaware River Basin Commission Docket Renewal as presented for submission by May 31, 2018.  Motion carried.

Roll Call

Mr. Haggarty, Yes                   Mr. Theobald, Yes                   Mr. Brennan, Absent

Mr. Firmstone, Yes                 Mr. Moffitt, Yes                      Mr. LaPoint, Yes

 

Collection Report

Interceptor Rehabilitation Project:

  • Reinfurt Excavation has seven properties remaining to complete pipe work on.  Two properties need pump stations.
  • Two E- one grinder pumps are on site and ready to install.
  • Restoration has been started on Court Street between 7th and 8th Street.
  • Due to the continual rain we have not been able to get dry topsoil for yard restoration.
  • Standard pipe had cleaned and televised the 12” and 15” main from 18th Street to High Street.  The pace of the project has been impacted by their equipment malfunctions.
  • Due to the tornado damage, there are a lot of trees on the river bank between High Street and 18th Street.  These trees will cause a delay in Standard Pipes work.  We may want to address for future maintenance of the trunk line in that area.  The trees could cause damage to manholes there and downstream in the future.
  • Standard Pipe has supplied a bypass pump plan.  The plan does not address all of the details that need to be addressed as per the bids specifications.
  • Standard Pipe has completed some bypass pumping for cleaning and televising, but not without some issues.

An emergency repair was completed on the 2 ½” pressure line at Lake Cadjaw.  This issue may arise again with other cleanout assemblies within the system.  We may want to address the situation before they fail.

 

Plant Report

  1. The monthly DMR was presented and reviewed.
  2. Dutchland was on site today making repairs to the SBR tanks.
  3. The temperature of the SBR tanks is still very cold, which is causing a problem with filamentous.
  4. Cory Southerton will be repairing a portion of the plant fence, which was damaged by one of his employees last year.
  5. The Cherry Ridge collection system was discussed.  In order to further investigate the problem that arose at the Lake Cadjaw pump station several areas will need to be dug up.
  6. Dan discussed the broken line that occurred in the area behind the old Bailey Furniture Factory on Erie Street. PA DEP and the Wayne Conservation District were contacted about the break as it occurred near the river.  The repair was made the same day it was discovered.
  7. Leeward was given a punch list to complete for Brown Street. Their final payment request should be submitted for the June meeting.

Debt Collection Report

  • 94 initial collection letters were mailed.
  • 24 lien pending notices were sent out.
  • 3 liens will be filed with the Wayne County Prothonotary
  • Municipal liens on properties total $31,189.55
  • 5 accounts have pending Sheriff Sales.
  • One property had their water terminated for non-payment in April. No water terminations are    scheduled for June.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • Agreements for the Interceptor Project were reviewed for acceptance.
  • The Board reviewed revisions to the Authority Rules & Regulations under Section IV – Application for Sewer Service, Section V – Building Sewers and Connections, and Section VII – Sewer Use Charges and Fees.
  • Ed Day requested a reduction in the sewer rent for the former Day’s Bakery due to their fire on March 18, 2018.  They will be given the option of placing the property in escrow for a two year period and /or reducing the amount of EDU’s assigned to the property.  Any EDU’s placed in escrow will be billed at 50% sewer rent.

 

Chairman Jerry Theobald discussed the possibility of hiring an additional employee for the plant/collection system.  Training for a current employee to obtain their operator’s license was also discussed.  Options for a new truck were discussed. The Authority will look in to purchasing vs. leasing options.

 

Motion

On a motion made by John Haggarty and seconded by James LaPoint the Board approved the revisions to the Authority Rules & Regulations as presented.  Motion carried.

Roll Call

Mr. Theobald, Yes                   Mr. Brennan, Absent              Mr. Firmstone, Yes

Mr. Moffitt, Yes                      Mr. LaPoint, Yes                      Mr. Haggarty, Yes

The PennVEST Letter of No Prejudice Request for the 2018 Sewer Replacement Projects were discussed.

 

Motion

On a motion made by George Firmstone and seconded by Timothy Moffitt the Board approved the    Statement of Official Intent to Reimburse and Resolution No. 05-21-2018-01 – Reimbursement for Project Costs for the 2018 Sewer Replacement Projects that will begin prior to receiving PennVEST funding. Motion carried.

Roll Call

Mr. Brennan, Absent              Mr. Firmstone, Yes     Mr. Moffitt, Yes

Mr. LaPoint, Yes                      Mr. Haggarty, Yes       Mr. Theobald, Yes

 

Motion

On a motion made by Timothy Moffitt and seconded by Jim LaPoint the Board approved Agreements with Gayle R. Simmons 2 properties, Matthew L. & Carrie Meagher, and Jeanne M. Land for the Interceptor Rehabilitation Project.  Motion carried.

Roll Call

Mr. Firmstone, Yes                 Mr. Moffitt, Yes                      Mr. LaPoint, Yes

Mr. Haggarty, Yes                   Mr. Theobald, Yes                   Mr. Brennan, Absent

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved the Agreement between the Authority and UGI for the shared cost of paving Brown Street, Honesdale.  Motion carried.

Roll Call

Mr. Moffitt, Yes                      Mr. LaPoint, Yes                      Mr. Haggarty, Yes

Mr. Theobald, Yes                   Mr. Brennan, Absent              Mr. Firmstone, Yes

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved a 3-Credit course through Keystone College for Tammy Jensen.  Motion carried.

Roll Call

Mr. LaPoint, Yes                      Mr. Haggarty, Yes                   Mr. Theobald, Yes

Mr. Brennan, Absent              Mr. Firmstone, Yes                 Mr. Moffitt, Yes

 

Motion

On a motion made by John Haggarty and seconded by Timothy Moffitt the Board approved the April 23, 2018, meeting minutes as presented.  Motion carried.

Roll Call

Mr. Haggarty, Yes                   Mr. Theobald, Yes                   Mr. Brennan, Absent

Mr. Firmstone, Yes                 Mr. Moffitt, Yes                      Mr. LaPoint, Yes

 

Motion

On a motion made by James LaPoint and seconded by Timothy Moffitt the Board approved the monthly invoices for payment as presented.  Motion carried.

Roll Call

Mr. Theobald, Yes                   Mr. Brennan, Absent              Mr. Firmstone, Yes

Mr. Moffitt, Yes                      Mr. LaPoint, Yes                      Mr. Haggarty, Yes

 

Public Comment – none.

 

The meeting was adjourned at 8:25 p.m.

 

The next Board meeting is scheduled for June 25, 2018.

 

 

 

 

James LaPoint, Secretary

 
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