Home Meeting Minutes DECEMBER 17, 2018
DECEMBER 17, 2018 PDF Print E-mail
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.

Absent

Assistant Treasurer James Brennan

Anthony Magnotta, Solicitor

Visitors

 

Pledge of Allegiance

 

Motion

On a motion made by George Firmstone and seconded by Timothy Moffitt the Board approved the November 19, 2018, meeting minutes as presented. Motion carried.

Roll Call

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

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

 

The Board of Directors reviewed a letter received from Joseph Cordaro regarding the Notice of Penalty issued on August 29, 2018, for failure to comply with Section II: Grease Interceptors of the Authority’s Rules and Regulations. He asked that the penalty be waived.  Correspondence was dated November 14, 2018, and delivered to the Authority on December 17, 2018.  The penalty was paid on November 15, 2018.  A discussion was held. Due to the sufficient notice and time given to complete the installation of the grease interceptor the Board agreed that no refund would be issued.

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved a modification to the 2016 Note and Loan Agreement with The Dime Bank to extend the interim financing for the White Mills and Interceptor Project by an additional 30 months.  Motion carried.

Roll Call

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

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

 

Solicitor’s Report

  1. 1. Indian Orchard Holdings Company

Attorney Bugaj and I have been unable to schedule a meeting to discuss this matter.  I will attempt to schedule a meeting after the Holidays with him, so we may proceed towards resolution of this matter.

 

  1. 2. DEP Notice of Violation

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

  1. 3. PennVEST Funding Application

We are currently in the process of altering the PennVEST original funding application in the amount of $5,723,000 for the Capital Improvement Project to reduce it by $2,072,700 which represents the Crestmont Avenue Project.  The total PennVEST Loan/Grant should be in the amount of $3,650,300 based upon removing the Crestmont Project from the Capital Improvements. The Authority Staff and Engineer are working with Rebecca Kennedy at PennVEST to resolve this matter.  I have been advised that closing is tentatively scheduled for April 18, 2019, and I will begin reviewing the necessary procedures and documents for the PennVEST closing.

  1. 4. White Mills Contract #1

I have reviewed all necessary documents pertaining to Contract #1, for Leeward Construction Inc. and executed the Certificate of Owners Attorney.  I will defer to Entech Engineering, Inc. for any additional progress reports regarding this matter.

  1. 5. Aqua/CWRA Cost Savings Agreement

The draft Aqua/CWRA Cost Savings Agreement has been reviewed by Aqua PA, Inc. and a meeting was scheduled Monday to discuss prospective changes to the Agreement.  I shall keep you advised with respect to this matter.

  1. 6. Dime Bank Interim Financing

The interim financing for the White Mills Project offered to us by the Dime Bank will expires this month.  I have been in contact with Jens Damgaard, Bond Counsel, and David Gregory, Counsel to the Dime Bank to propose a modification for an additional thirty (30) months on the interim financing.  Mr. Damgaard has presented a Modification Agreement at twenty-four (24) months, however, I have requested him to extend it due to any potential unforeseen delays that we may have with the project.  In addition, it is necessary for RUS to approve any modification to the interim financing, and Bond Counsel and I will work closely with RUS in an effort to obtain that approval.

Engineer’s Report

  1. 1) WHITE MILLS SEWER INSTALLATION PROJECT
  2. Contract #1 – White Mills Sanitary Sewer Installation
    1. Contract Information:
      1. Contractor: Leeward Construction, Inc
      2. Contract Amount: $5,193,193.00
      3. Schedule/Meetings:
        1. Received RUS Concurrence
        2. Need to Schedule a Pre-Construction Meeting and Issue NTP
        3. Contract #2 – Pump Station, Conditioning Station, and Sanitary Sewer Installation
          1. Contract Information:
            1. Contractor: Pioneer Construction Co, Inc.
            2. Dates:
              1. Notice to Proceed: October 24, 2018
              2. Substantial Completion: July 21, 2019
              3. Final Completion: August 20, 2019
              4. Contract Amount: $2,560,969.00
              5. Payment Applications:
                1. Payment Application #1 – $41,065.65 (Recommend for Payment)
                2. Schedule/Meetings:
                  1. TT Bridge Main has been Drilled, Need to Connect to Existing 3-inch Main
                  2. Contract #3 – Interceptor
                    1. Contract Information:
                      1. Contractor: Standard Pipe Services
                        1. Subcontractor: Reinfurt Excavating
                  3. Dates:
                    1. Notice to Proceed: January 29, 2018
                    2. Substantial Completion: January 29, 2019
                    3. Final Completion: February 28, 2019
                  4. Contract Amount: $1,792,350.00
                3. Payment Applications:
                  1. Payment Application #10 – $44,032.50
                4. Schedule/Meetings:
                  1. Final Punch List

 

  1. 2) GARAGE Addition
    1. Contract Information:
      1. Contractor: D&M Construction Unlimited
      2. Contract Amount: $236,000
      3. Payment Applications:
        1. Payment Application #1 – $11,677.50 (Recommend for Payment)
        2. Proposal: $7,900 (Bidding/ Services During Construction)
  2. 3) CAPITAL IMPROVEMENT
  3. PennVEST Offer: $5,723,000 Loan @ 1% for 20 Years
  4. Projects:
    1. 2018 Sewer Main Replacement
      1. Contract Information:
        1. Contractor: Leeward Construction, Inc.
        2. Dates:
          1. Notice to Proceed: TBD
          2. Substantial Completion: 90 Days

(iii)  Final Completion: 120 Days

  1. Contract Amount: $875,875.00
  2. Schedule/Meetings:
    1. Pre-Construction Meeting – December 10, 2018
    2. Work to begin March 2019
    3. Cliff Street Area - 2019 Season
      1. Finalizing PennDOT Permit
      2. Lackawaxen River Interceptor - 2019 Season
      3. SBR Tanks
        1. Low Bidder: Titan Industrial Services, Inc ($849,532.00)
  3. 4) TOXIC REDUCTION EVALUATION
    1. Sampling Underway
  4. 5) NPDES PERMIT RENEWAL
    1. Submitted to PADEP December 3, 2018
  5. 6) 5th STREET BRIDGE
    1. In Progress

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board approved the Notice to Proceed for Contract No. 1 of the White Mills Project with Leeward Construction, Inc. 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 James LaPoint and seconded by George Firmstone the Board approved payment application No.1 from Pioneer Construction, Inc. for White Mills Contract No. 2 in the amount of $41,065.65 contingent on USDA approval.  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 John Haggarty and seconded by James LaPoint the Board approved payment application No. 10 from Standard Pipe in the amount of $44,032.50. Payment will be issued upon receipt of a signed payment application and USDA approval.  Motion carried.

Roll Call

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

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

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board approved change order No. 2 for Standard Pipe in the amount of $101,338.75 contingent upon receipt of the correct paperwork and approval by USDA.  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 George Firmstone the Board approved a proposal from Entech Engineering for the Garage Expansion Project in the amount of $7,900 for Bidding and Services During Construction. 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 Timothy Moffitt and seconded by George Firmstone the Board approved the advertising of the Cliff Street Sewer Replacement Project, and the Lackawaxen River Interceptor Rehabilitation Project for a bid opening of February 25, 2019.  Motion carried.

Roll Call

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

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

Collection Report

1.  Standard Pipe finished up with manhole grouting and lateral grouting.  They have a punch list of items that will be addressed in the spring.

2.  Pioneer Construction pressure tested the 6” line that was bored for the Texas Township Bridge Project.  They plan on completing the bridge work the second week of January.  Work will begin on Contract 2 of the White Mills Project - Old Willow Avenue, and the conditioning station following the bridge project.

3.  Krieger Construction dug through the 4” sewer lateral for 122 Beech Grove Road. The lateral was 25’ away from what the plans given to the Authority showed.  Augello Excavating re-dig the lateral so it could be repaired.

4.  Pump #1 at pump station B-1 on the Cadjaw system was pulled and repaired.  The pump was jammed full of rags.

Plant Report

 

  • The monthly discharge monitoring and plant reports were reviewed.
  • The monthly grease trap inspection report was reviewed.
  • A pressure switch had to be replaced on one of the four water utility pumps.
  • Dan and Mary Peters discussed a concrete issue with the new garage addition. The contractor was reminded not to deviate from the original specifications. A water line may need to be relocated.
  • Dan will be reducing the amount of contract processing accepted at the plant during the winter months.
  • Augello Excavating has completed the access road between the SBR tanks.
  • The new garage heater should be installed this week.
  • OCC is completing the integration of the Square D PM-800 power monitor into the SCADA system.

Debt Collection Report

  • 75 Initial collection letters were mailed.
  • 20 Lien Pending letters were sent out by certified mail.
  • 6 Liens will be filed with the Wayne County Prothonotary.
  • Municipal liens on properties total $24,876.50
  • 6 accounts have pending sheriff sales.

 

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • An inspection was held at 130 Grandview Ave, Honesdale at the property owner’s request to reduce an EDU.  The former dental office is empty and the Board approved the reduction of one EDU.  If the current or any future owner wanted to remodel the empty space for use, an EDU would need to be purchased at that rate in effect at that time.
  • A certified letter was sent to all the unused permit holders that have yet to pay since the July billing.
  • Correspondence was sent to Honesdale Borough and NEIC reminding them of the Authority’s Rules & Regulations pertaining to interceptors.
  • A thank you note was received from the Wayne County Food Pantry for the donation that was made by Entech Engineering on the Authority’s behalf.
  • Email correspondence was sent to Aqua Pennsylvania on December 17, 2018, asking for the status of the modified water termination agreement.
  • The Board approved training for Kevin Seipp through the PA Rural Water Association beginning January 2, 2019.

 

Motion

On a motion made by Timothy Moffitt and seconded by John Haggarty the Board approved the Authority’s 2019 Operating Budget as presented.  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 George Firmstone and seconded by James LaPoint the Board approved a 3-credit course for Tammy Jensen at Keystone College.  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 George Firmstone 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

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board approved the purchase of a 2019 Chevrolet Colorado Crew Cab truck through the COSTARS program in the amount of $34,063.00.  Motion carried.

Roll Call

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

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

 

Public Comment – none.

 

The Board of Directors adjourned the meeting for an Executive Session to discuss matter of personnel at 7:36 p.m.

 

The Board of Directors returned to regular session at 7:50 p.m.

 

The meeting was adjourned at 7:51 p.m.

 

The Board of Directors authorized a 3% increase for all Authority employees effective January 1, 2019.

 

The next Board meeting is scheduled for January 28, 2019.

 

 

 

James LaPoint, Secretary

 
Central Wayne Regional Authority | Powered by Joomla!