Home Meeting Minutes OCTOBER 22, 2018
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Meeting Minutes - Meeting Minutes

Present

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

 

Absent

Assistant Treasurer James Brennan

 

Visitors

None

 

Pledge of Allegiance

 

The Board of Directors entered into an Executive Session at 5:30 p.m. The reason for the session was the discussion of matters involving litigation.  The Executive Session ended at 5:50 p.m.

 

Tammy Jensen polled the Board on October 1, 2018, for approval of Change Order No. 3 – CIPP Over Buried Manhole 55 from Standard Pipe Services. The price for the in-place point repair for the Interceptor Project was $6,000.00.  The Board of Directors approved the change order.

 

Tammy Jensen polled the Board on October 10th as requested by Solicitor Magnotta to hold an executive session prior to the October 22, 2018 meeting. The Board of Directors agreed to the session.

 

Motion

On a motion made by Timothy Moffitt and seconded by John Haggarty the Board approved the September 24, 2018, meeting minutes as presented. Motion carried.

Roll Call

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

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

 

Solicitor’s Report

  1. 1. Indian Orchard Holdings Company

An Executive Session was requested by Attorney Ron Bugaj to be held at 5:30 p.m. prior to our meeting.  It is my understanding that the property owner desires to attempt to resolve this matter in some fashion.

  1. 2. CWRA Metals Study

I have not received any updates from our consultant with respect to this matter and would defer to Entech Engineering for an update.

 

  1. 3. Old Willow Avenue Bridge Project

I have not received any updates since my telephone conference with Lee Krause, Esq. last month and would defer to Entech Engineering for an update.

  1. 4. Roman Grzejka

I have not received any response from Attorney Farley to my correspondence dated July 25, 2018.  I have consulted with Tammy Jensen and advised her to follow-up on your lien filing with the Prothonotary for Mr. Grzejka.

  1. 5. DEP Notice of Violation

The Notice of Violation received by the Authority on July 20, 2018 was responded to by the Authority on July 31, 2018.  To date, we have not received any further DEP comment.

  1. 6. PennVEST Funding Application

I have reviewed the PennVEST Funding Offer received by the Authority on October 18, 2018.  This Funding Offer is for a loan amount total of $5,723,000 for the Capital Improvements Projects.  The amortization period will be 240 months with interest only for up to 36 months with estimated monthly payments for years 1 – 5 of $26,219.75.  This loan carries with it an interest rate of 1%.

The loan is secured by a lien on the Central Wayne Regional Authority Sewer Revenues.  Settlement must occur within 182 days after the Board approves the original funding offer.

I reviewed the terms and conditions and would opine that the terms and conditions are similar to other PennVEST loans which this Authority has had previously and still is in the process of paying.

I would note that PennVEST does require any and all necessary rights-of-way or land acquisitions to be complete prior to the commencement of the project and still requires any and all necessary permits from third-party agencies to be in place prior to construction commencement.  In the event that there are any outstanding rights-of-way or permits necessary to be obtained, this should be the Authority’s priority.

Based upon the Funding Offer, I would request that the Authority Board approve the Funding Offer and authorize the Chairman to execute any and all documents necessary in which to effectuate the Funding Offer with PennVEST in the amount of $5,723,000.

  1. 7. White Mills Contract #1

I have had the opportunity to review Leeward Construction’s Contract, Performance Bond, Certificate of Insurance and related documents including authorization with respect to the White Mills Project and have approved the same.  I would note that the Notice of Intent to Award was executed on October 4, 2018 and that all documents submitted by Leeward Construction Inc. have been reviewed by Entech Engineering and my office and approved.  It would therefore be appropriate for the Board to issue an authorization for the Engineer to issue a Notice to Proceed.

 

George Firmstone entered the meeting.

 

Motion

On a motion made by Timothy Moffitt and seconded by James LaPoint the Board approved a funding offer from PennVEST in the amount of $5,723,000.00. The interest rate is 1% for 20 years.  Motion carried.

Roll Call

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

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

 

Engineer’s Report

  1. 1) WHITE MILLS SEWER INSTALLATION PROJECT
  2. Contract #1 – White Mills Sanitary Sewer Installation
    1. Leeward Contract Documents under RUS Review
    2. Contract #2 – Pump Station, Conditioning Station, and Sanitary Sewer Installation
      1. Contractor: Pioneer Construction Co, Inc.
      2. Schedule/Meetings:

(1)   Received Concurrence from RUS to Proceed

(2)   Need to Issue Notice to Proceed

(3)   Pre-Construction Meeting – October 24, 2018 @ 10:00 am

  1. Change Order #1 - $70,045 (Recommend for Approval)

(1)   Texas Township Bridge

  1. 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. Change Orders:

(1)   Revised Change Order #1 - $16,504.38 (Recommend for Approval)

(a)   Previously $16,954.37

(b)   Cast Iron Boxes, Additional Cleanouts, and Additional Paving

  1. Payment Applications:

(1)   Payment Application #8 – $70,969.75 (Recommend for Payment)

  1. Schedule/Meetings:

(1)   SPS - Interceptor Cleaning/Televising and CIPP Lining

(a)   Started Lining 21-inch Pipe Today

(2)   Progress Meeting #7 – October 24, 2018 @ 9:00 am

  1. 2) GARAGE Addition
    1. Reviewing Shop Drawings
    2. Construction to start Early-Mid November
  2. 3) CAPITAL IMPROVEMENT
  3. PennVEST Offer: $5,723,000 Loan @ 1% for 20 Years
  4. Projects:
    1. 2018 Sewer Main Replacement

(1)   Bids Received September 10, 2018

(a)   Low Bidder: Leeward Construction: $875,875.00

(2)   Need to Issue Notice of Award

  1. Cliff Street Area - 2019 Season
  2. Crestmont Drive Area - 2020 Season
  3. Lackawaxen River Interceptor - 2019 Season
  4. SBR Tanks

(1)   Bids Due: November 19, 2018 @ 3:00 pm

(2)   Pre-Bid Meeting – October 24, 2018 @ 1:00 pm

  1. 4) TOXIC REDUCTION EVALUATION
    1. QASP Approved by DEP
    2. Sampling has Initiated

The WWTP NPDES renewal is due at PADEP by December 2, 2018. It is to late to request an amendment regarding the Toxic Reduction Evaluation. The issue will be addressed at a later date. The Authority will inform their DEP inspector as to what is occurring with TRE sampling.  The 5th Street Bridge Project was discussed. The Authority is required is submit a Component 3 with planning and permitting for the project. The Board of Directors approved proceeding with the project.

 

Motion

On a motion made by John Haggarty and seconded by James LaPoint the Board approved issuing the Notice to Proceed to Pioneer Construction for Contract No. 2 of the White Mills Project. Motion carried.

Roll Call

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

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

 

The work around the Texas Township Bridge will begin shortly after Pioneer is given their Notice to Proceed.

 

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board approved the issuing of the Notice of Award to Leeward Construction for the 2018 Sewer Main Replacement Project (Willow Ave Area).  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 George Firmstone and seconded by James LaPoint the Board approved issuing the Notice to Proceed to Leeward Construction for the 2018 Sewer Main Replacement Project (Willow Ave Area). Motion carried.

Roll Call

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

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

 

Collection Report – Interceptor Project

1.  Annual cleaning of the Lake Cadjaw Pump stations is complete.

2.  Annual cleaning of Kernwood, Bates Rd and Rt 6 Mall pump stations is scheduled for today.

3. Interceptor Project

a.  All of the 12” and 18” trunk line has been lined.

b.  Still have to repair manhole #55 and complete last shot of 15” trunk line.

c.  Shooting from manhole #42 to manhole #38 of the 21” trunk line.

d.  There will be three shots of 21” trunk line left to complete.

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The monthly grease trap inspection report was reviewed.
  • There’s an issue with one of the SBR controllers, ICC is working on the problem.
  • Prices and options for a new pickup truck were reviewed by the Board.
  • One of the plant’s power monitors is not currently connected to the SCADA system.  A proposal from OCC was obtained to make the connection.
  • North End Electric was hired to monitor a power issue at the plant.
  • Dan showed the Board samples of balls that could be used to maintain a higher temperature in the SBR tanks during the colder months.

Motion

On a motion made by George Firmstone and seconded by Timothy Moffitt the Board approved a proposal from Optimum Controls for the integration of an existing power meter and the SCADA network. Price not to exceed $3,800.00.  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 James LaPoint and seconded by George Firmstone the Board approved the purchase of a 2019 Ford F550 through the COSTARS program in the amount of $82,502.00.  Motion carried.

Roll Call

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

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

 

Lake Cadjaw Watershed Association Dam Repair

In the July 1, 2018, Lake Cadjaw Watershed Association meeting minutes it states that the Authority stated that the maximum height that the water level could be raised is two feet (before it would impact the collection system).  The Authority disputes this statement as raising the lake’s water level two feet would impact the sewage collection system.  As stated in previous correspondence to the Association, any change or relocation of the Authority’s collection system must be approved by the Authority and would be at the cost of the Lake Cadjaw Watershed Association.

 

Debt Collection Report

  • 67 Initial collection letters were mailed.
  • 28 Lien Pending letters were sent out.
  • 8 Liens will be filed with the Wayne County Prothonotary.
  • 1 account is scheduled for water terminated on October 25th.
  • 1 account is scheduled for water termination on November 29th.
  • Municipal liens on properties total $19,922.94.
  • 6 accounts have pending sheriff sales.

 

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • The budget was reviewed.
  • The Board reviewed their current and future loan obligations.
  • The Board approved a 3-credit course through Keystone College for Tammy Jensen.
  • A municipal lien will be placed on 516 Old Willow Ave, Honesdale for non-payment of legal fees associated with a property easement.
  • There is one unused permit that was transferred from Cherry Ridge Sewer Authority that does not have a tax parcel assigned to it.  Multiple correspondences have been sent to the property owner regarding the issue.

 

The penalty issued to Joseph & Kelly Cordaro for non-compliance with Authority Rules & Regulations has not been paid.  The Authority received an email today from Mr. Cordaro asking that his penalty be waived as his grease trap has been installed.  A discussion was held. The Board did not reverse their decision regarding the penalty.  Correspondence will be sent that the penalty needs to be paid by November 19, 2018.

 

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board approved the monthly invoices for payment, and Standard Pipe Services payment request No. 8 for RUS approval and payment in the amount of $70,969.75.  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 Timothy Moffitt and seconded by George Firmstone the Board approved a $2.00 monthly increase per EDU effective January 1, 2019.

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 James LaPoint and seconded by George Firmstone the Board approved an additional Bond Counsel Legal Services Agreement between the Authority and Eckert Seamans Cherin & Mellott, LLC. In the amount of $1,500.00 for the projects funded through USDA.  Motion carried.

Roll Call

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

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

 

Public Comment – none.

 

The meeting was adjourned at 8:19 p.m.

 

The next Board meeting is scheduled for November 19, 2018.

 

 

 

James LaPoint, Secretary

 
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