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Meeting Minutes - Meeting Minutes

Present

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

 

Absent

Vice-Chairman John Haggarty

 

Visitors

Linda and Tom Tallman

 

Pledge of Allegiance

 

Tom Tallman addressed the Board regarding his unused sewer connection permit.  A fee was paid to Cherry Ridge Sewer Authority in 1996 for a connection. The permit needs to be assigned to a tax parcel and the fee to keep the permit active is 50% of the current sewer rent. A discussion was held regarding two properties that Mr. Tallman owns in the service area that could be connected and their requirement for connection.

 

Mr. Tallman informed the Board that there was an odor coming from a pump station in Cherry Ridge.  Dan will check on the odor and asked that when odor situations occur that the Authority be contacted.

 

The Lake Cadjaw Dam Restoration Project was discussed. Dan explained that the plant already receives a large amount of infiltration and inflow from the Cherry Ridge collection system.  Any dam restoration plans that may impact the Authority’s collection system need to be discussed with the Authority. Mr. Tallman will provide the Authority with the Association’s existing engineering plans.  The Lake Cadjaw Watershed Association is responsible to obtain all required permits for any work related to the dam restoration project, including the Authority’s sewage collection system.

 

Motion

On a motion made by George Firmstone and seconded by Timothy Moffitt the Board approved the October 22, 2018, meeting minutes as presented. Motion carried.

Roll Call

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

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

 

SBR Tank Rehabilitation Project Bid Results - The Authority accepts the lowest responsible and responsive bidder.

  1. Patterson Stevens, Inc.                        $    953,000.00
  2. PIM Corporation                                 $    867,500.00
  3. Spiniello Companies                           $ 1,325,000.00
  4. Titan Industrial Services                     $    802,912.00
  5. Utility Service Co., Inc.                        $    891,000.00

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone upon Solicitor and Engineer’s review and approval, the Board approves the bid submitted by Titan Industrial Services in the amount of $802,912.00 for the SBR Tank Rehabilitation Project.  Motion carried.

Roll Call

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

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

 

Solicitor’s Report

  1. 1. Indian Orchard Holdings Company

An Executive Session was held at 5:30 p.m. prior to our October 22, 2018 meeting.  At that time, it was agreed that I would meet with Attorney Bugaj to discuss a potential resolution of this matter.  Unfortunately, to date I have not been able to meet with Attorney Bugaj to attempt to resolve this matter.  I will endeavor to do the same in the near future.

 

  1. 2. CWRA Metals Study

Our consultant has been working with DEP and EPA in an effort to finalize the plan, and sampling procedures are currently in place.

 

  1. 3. Old Willow Avenue Bridge Project

I will defer to Entech Engineering, Inc. for an update with respect to the Old Willow Avenue Bridge Project.

  1. 4. Roman Grzejka

Subsequent to our last meeting, a Municipal Lien was filed against Roman Grzejka.  To date I have not heard from Attorney Farley with reference to my correspondence in July 2018.   I shall keep the Board advised of this matter.

 

  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.  I am unaware of any further developments with respect to this matter.

  1. 6. PennVEST Funding Application

The PennVEST Funding Application offer accepted by the Authority in the amount of $5,723,000.00 for the Capital Improvement Project, may need to be modified.  The Authority received correspondence late last week from Rebecca Kennedy, Regional Director of PennVEST, relating to PennVEST procedures for projects that are not yet ready to be bid and completed.  The Authority staff and Authority engineer will be contacting Ms. Kennedy in an effort to resolve this matter.  I shall keep you advised.

  1. 7. White Mills Contract #1

I have reviewed all necessary documents forwarded to me from Entech Engineering with reference to the Leeward Construction Inc. contract, and executed the Certificate of Owners Attorney for Contract #1.

  1. 8. Aqua/CWRA Cost Savings Agreement

Since our last meeting I was requested by Entech Engineering to prepare a draft Cost Savings Agreement between Aqua and CWRA.  This agreement has been forwarded to Entech Engineering, Inc. for review with Aqua Pennsylvania, Inc.  I will defer to Mary Beth Peters for further comment regarding this matter.

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. Contract Information:

(1)   Contractor: Pioneer Construction Co, Inc.

(2)   Dates:

(a)   Notice to Proceed: October 24, 2018

(b)   Substantial Completion: July 21, 2019

(c)    Final Completion: August 20, 2019

(3)   Contract Amount: $2,560,969.00

  1. Schedule/Meetings:

(1)   TT Bridge Main has been Drilled, Need to Connect to Existing 3-inch Main

  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. Payment Applications:

(1)   Payment Application #9 – $290,096.75 (Recommend for Payment)

  1. Schedule/Meetings:

(1)   All Lining Complete

(2)   Final Lateral and Manhole Grouting Remains

(3)   Final Punch List to be Composed

  1. 2) GARAGE Addition
    1. Reviewing Shop Drawings
    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 to Proceed

  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

  1. 4) TOXIC REDUCTION EVALUATION
    1. Sampling Underway
    2. 5) NPDES Permit Renewal
      1. Due December 2, 2018
    3. 6) 5th STREET BRIDGE
      1. In Progress

There may be funds remaining from Contract 1 of the Interceptor / White Mills Project. Standard Pipe provided an estimate to perform additional work on the interceptor. The issue was discussed and it was decided that any remaining funds would be transferred to contingency for Contracts No. 2 and 3 as a change order has already been incurred on Contract No. 2.

 

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board approved upon RUS review and approval, payment application No. 9 for Standard Pipe Services in the amount of $290,096.75. Motion carried.

Roll Call

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

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

 

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board accepted the additional funding offer from USDA Rural Development, loan -$700,000.00/40 years/2.375% interest, grant - $3,222.400.00, CWRA contribution $19,400.00.  Motion carried.

Roll Call

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

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

 

A discussion was held regarding the PennVEST projects and funding.  The Authority has been notified that prior to closing, all projects must have signed contracts in hand. The Authority did not plan on completing all of the projects during 2019. The Crestmont area project will be removed from the current funding package. Additional funding will be applied for when the Authority is ready to complete the project.

 

Collection Report

1.  Pioneer Construction has completed drilling and installation of the 6” HDPE pipe at the Old Willow Bridge site along with a tracer wire.   We don’t have a date as to when they will be back to do their work for the tie-in of existing 3” line, and two 2” service lines.

2.  Contract 1 & 2 – White Mills Project - We need to discuss using concrete boxes with 24” frame and covers around clean out assembles outside of the PennDOT right of way.

3.  Standard pipe has completed all lining of the trunk line for Contract #3.  They still have manhole grouting and cleanup of work areas to be completed.

4. While finishing the last section of 21” lining we had a complaint from Quality Printing that we were releasing toxic fumes in the air and dumping diesel fuel into the river.  The fumes are not toxic and they use mineral oil to lube the lining as it is being shot, some mineral oil did get onto the pavement.  Eric Rooner from DEP did show up at 8:30 pm on November 12, 2018.  He asked if we could get some oil dry and pads to clean up spill and we did.  He was satisfied with what we did and left.  Daniel Ackers from DEP came back on November 14, 2018, to check the site. He requested that we clean out the catch basin, and put down some more oil dry.  He was satisfied with what we did and left.

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The monthly grease trap inspection report was reviewed. Correspondence will be sent to four businesses regarding their inspection.
  • A quote was reviewed for the purchase of a pickup truck through the COSTARS program. Dan will review options with local dealerships to see if similar pricing can be obtained through bidding.
  • The 2019 Ford F550 ordered through the COSTARS program will be arriving at the end of February or early March.
  • Dan showed the Board samples of the grout being used on the interceptor project. The grout needs to have sand added in order to work properly.
  • A new PLC was installed in the Headworks building.
  • Dan met with PPL regarding the power issue at the plant. PPL did some work on one of poles at the plant. North End Electric put a recorder back on to monitor the power.

Debt Collection Report

  • 48 Initial collection letters were mailed.
  • 12 Lien Pending letters were sent out.
  • 9 Liens will be filed with the Wayne County Prothonotary.
  • Municipal liens on properties total $22,743.06
  • 4 accounts have pending sheriff sales.
  • The owner of 121 Grandview Ave will be demolishing the house in order to create a parking lot. Dan said the property owner and contractor needs to be contacted as there is a sewer main on the property. Their sewer connection and permit will be terminated once the demolition has been completed.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • Honesdale Borough Council has reappointed James Brennan to the Authority Board of Directors for a five-year term beginning January, 2019.
  • Honesdale Borough has waived a portion of their administrative fee for the Authority’s garage building permit and will be issuing a refund to the Authority.

 

Motion

On a motion made by James LaPoint and seconded by Timothy Moffitt the Board approved a 36- month electricity contract with Champion Energy at $0.05756 per kWh effective December 2019. Motion carried.

Roll Call

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

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

 

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

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

 

Public Comment – none.

 

The Board of Directors adjourned the meeting for an Executive Session to discuss matter of personnel at 8:12 p.m.

 

The Board of Directors returned to regular session at 8:22 p.m.

 

The meeting was adjourned at 8:23 p.m.

 

The next Board meeting is scheduled for December 17, 2018.

 

 

 

James LaPoint, Secretary

 

 
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