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Meeting Minutes - Meeting Minutes

Present

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

 

Absent

Vice-Chairman John Haggarty

Visitors

Jeff Southerton – Pioneer Construction

Mike Anderson – Leeward Construction

Andrew Stump – CW Sales

 

Pledge of Allegiance

 

Jeff Southerton from Pioneer Construction addressed the Board regarding Contract 2 of the White Mills Project. Pioneer requested allocation for stored materials under their contract – approximately $250,000.  Mike Anderson from Leeward Construction also requested a stored material allocation for Contract 1 of the White Mills Project.  Their approximate stored material total is $1.3 million dollars.  Mr. Southerton reminded the Board of Directors that both contractors were bonded for the project and it’s a large amount of money for the contractors to front.  Chairman Theobald explained that the Authority had to obtain a line of credit to fund all three contracts involved in the projects. Stored material was not permitted in the specifications during bidding, and the Authority has a limited budget for the amount of interest paid to finance the projects.

 

Jeff Southerton then discussed with the Board the concrete valve boxes for shutoff valves and cleanouts that were discussed for the project but not included in the bid specs. There is no change order approved for the boxes, but Pioneer ordered 35 for the project.  Two have been used for the Texas Township bridge. Pioneer offered the boxes and installation at a cost of $525 each for the project. Chairman Theobald said the Board would discuss both of the issues and let the contractors know their response.  The next progress meeting for both of the contracts will be held on April 3rd.

 

Motion

On a motion made by Timothy Moffitt and seconded by George Firmstone the Board approved the February 25, 2019 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

 

 

Solicitor’s Report

  1. 1. PennVEST Funding Application

There will be a pre-closing conference call on April 4, 2019 at 2:00 p.m.  I have prepared the Opinion of CWRA’s Counsel for Real Property issued in connection with CWRA’s $3,638,774.00 Maximum Principal Amount 2019 Debt Obligation as well as the Opinion of CWRA’s Counsel with respect to the Debt Instrument for the $3,638,774.00 Loan, and an Opinion Letter of Counsel with respect to the Debt Obligation for the 2019 Guaranteed Revenue Note in the amount of $3,638,774.00.  Copies of these documents are appended to this report. Settlement is scheduled for April 18, 2019.

  1. 2. Aqua/CWRA Cost Savings Agreement

I have revised The Aqua Cost Savings Agreement between Central Wayne Regional Authority and Aqua, however, have not heard anything further with respect to this matter.

  1. 3. Bylaws

The Bylaws have been completed and the Bylaw Amendments have been incorporated by Tammy Jensen, Office Administrator.

  1. 4. CWRA Water Service Termination Agreement with Aqua PA, Inc.

I have corresponded with Mary Hopper of Aqua PA, Inc. and requested that she forward revised agreements for Authority signature.  Attached to this report is a copy of the revised agreement.

 

  1. 5. Barral – Sheriff Sale

I have corresponded with Sheriff Steelman and advised him of the Authority’s Lien and outstanding amount due in the amount of $1,755.28 with respect to the property owned by Lorraine Russo Barral, Administrator of the Estate of John Barral.  A Sheriff Sale is scheduled for April 24, 2019 for the property located at 221 Ray Street, Honesdale, PA.

  1. 6. Timothy T. and Adah A. Dulay – Sheriff Sale

I have corresponded with Sheriff Steelman pertaining to the Municipal Liens of the Authority and amount due in the amount of $1,538.31.  This Sheriff Sale is scheduled for April 20, 2019 for the property located at 369 Ridge Street, Honesdale, PA 18431.

Engineer’s Report

  1. 1) WHITE MILLS SEWER INSTALLATION PROJECT (RUS)
  2. Contract #1 – White Mills Sanitary Sewer Installation
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc

(2)  Dates:

  1. Notice to Proceed: January 9, 2019
  2. Substantial Completion: February 13, 2020
  3. Final Completion: March 29, 2020

(3)  Contract Amount: $5,193,193.00

  1. Schedule/Meetings:

(1)  Progress Meeting #2 – April 3, 2019 at 10:00 am

  1. Payment Applications:

(1)  Payment Application #2 – $108,690.73 (Recommend for Payment)

  1. Change Orders:

(1)  Concrete Boxes – 60

  1. 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

(3)  Contract Amount: $2,560,969.00

  1. Change Order #1 - $72,045.00
  2. Schedule/Meetings:

(1)  Progress Meeting #2 – April 3, 2019 at 10:00 am

(2)  Work continues on Old Willow Ave and at the Conditioning Station

  1. Payment Applications:

(1)  Payment Application #3 – $302,235.74 (Recommend for Payment)

  1. Change Orders:

(1)  Concrete Boxes – 35 - $525.00 each

  1. Contract #3 – Interceptor
    1. Contract Information:

(1)  Contractor: Standard Pipe Services

(2)  Dates:

  1. Notice to Proceed: January 29, 2018
  2. Substantial Completion: January 29, 2019
  3. Final Completion: February 28, 2019

(3)  Original Contract Amount: $1,792,350.00

  1. Change Order #1 - $16,504.38
  2. Change Order #2 - $101,338.75 (Approved by RUS on March 23, 2019)
  3. Payment Applications:

(1)  Payment Application #11 – $94,715.00 (Approved Last Meeting)

  1. Contract Items:

(1)  Issue Notice of Substantial Completion

  1. 2) GARAGE Addition
  2. Contract Information:
    1. Contractor: D&M Construction Unlimited
    2. Contract Amount: $236,000
    3. Payment Applications:
      1. Payment Application #4 – $108,175.50 (Recommend for Payment)
  3. 3) CAPITAL IMPROVEMENT PROJECTs (PENNVEST)
  4. Conference Call with PennVEST – April 4, 2019 at 2:00 pm
  5. 2018 Sewer Main Replacement
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

  1. Notice to Proceed: TBD
  2. Substantial Completion: 90 Days
  3. Final Completion: 120 Days

(3)  Contract Amount: $875,875.00

  1. Schedule/Meetings:

(1)  Work to begin April 2019

  1. Cliff Street Area
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

  1. Notice to Proceed: TBD
  2. Substantial Completion: 90 Days
  3. Final Completion: 120 Days

(3)  Contract Amount: $947,749.00

  1. Need to Issue Notice to Proceed/ Schedule Pre-Construction Meeting
  2. Lackawaxen River Interceptor
    1. Contract Information:

(1)  Contractor: Mobile Dredging & Video Pipe, Inc.

(2)  Dates:

  1. Notice to Proceed: TBD
  2. Substantial Completion: 90 Days
  3. Final Completion: 120 Days

(3)  Contract Amount: $199,105.00

  1. Need to Issue Notice to Proceed/ Schedule Pre-Construction Meeting
  2. SBR Tanks
    1. Contract Information:

(1)  Contractor: Titan Industrial Services, Inc

(2)  Dates:

  1. Notice to Proceed: TBD
  2. Substantial Completion: 120 Days Total (60 Days per set of Tanks)
  3. Final Completion: 150 Days

(3)  Contract Amount: $849,532.00

  1. Need to Issue Notice to Proceed/ Schedule Pre-Construction Meeting
  2. 4) ANNUAL CHAPTER 94 REPORT
  3. Draft Provided Thursday for Review
  4. Need Signature
    1. 5) 5th STREET BRIDGE REALIGNMENT
    2. Need to Update Mapping/ Environmental Review
    3. Need to Advertise for Public Review
    4. Need Signatures

The Board of Directors discussed the issues raised by Pioneer and Leeward Construction. The Board made a motion during the February 25, 2019 Board meeting to not allow for payment of stored materials as per the bid specifications of Contract 1 and 2 of the White Mills Project. The Board of Directors did not reverse that decision. A discussion was held regarding the concrete boxes ordered by Pioneer Construction. The Board will only be paying for the two boxes that were installed for the Texas Township bridge project. The other boxes will not be used for the project.

Motion

On a motion made by James LaPoint and seconded by James Brennan the Board of Directors agreed to pay for the two concrete valve boxes installed for the Texas Township Bridge. No additional boxes will be included in the project. Motion carried.

Roll Call

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

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

 

Motion

On a motion made by James LaPoint and seconded by Timothy Moffitt the Board approved Change Order No. 1 for D & M Construction Unlimited in the amount of $13,496.72 for blacktop outside of the plant’s new garage addition.  Motion carried.

Roll Call

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

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

Ed Pietroski discussed the Authority’s Chapter 94 report. The Interceptor Project completed in 2018 has already made an impact on the flows at the WWTP. The Authority should also see improvements in future year flows.

Motion

On a motion made by George Firmstone and seconded by Timothy Moffitt the Board approved the submission of the Authority’s 2018 Chapter 94 Report to PADEP as prepared by Entech Engineering.  Motion carried.

Roll Call

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

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

 

 

 

 

 

Collection Report – no report

Plant Report

 

  • The monthly discharge monitoring and plant reports were reviewed.
  • The monthly grease trap inspection report was reviewed.
  • Pioneer installed the new pump in the SBR.  The old pump will be repaired and used as a spare.
  • The garage addition still needs the garage doors installed, and the electric, plumbing and paving work completed. The contractor has done a nice job on the project.
  • The annual DEP inspection report was reviewed.
  • The new 2019 Chevy Colorado has arrived. The Ford F550 will be arriving in May.
  • Sharon Kinzinger will be attending a training for the XL Reporter program purchased by the Authority.
  • River sampling for the TRE has been progressing well.

Debt Collection Report

  • 40 Initial collection letters were mailed.
  • 20 Lien Pending letters were sent out by certified mail.
  • 2 Liens will be filed with the Wayne County Prothonotary.
  • Municipal liens on properties total $25,452.93
  • 5 accounts have pending sheriff sales.
  • 12 accounts are scheduled for water terminations on April 11th.

 

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • Final letters will be mailed to unused permit holders that have not paid their 50% sewer rent per EDU in order to keep their permits active.

Motion

On a motion made by James LaPoint and seconded by Timothy Moffitt the Board approved the monthly invoices as presented. The invoices for the USDA funded projects will be paid upon approval by USDA.  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 Resolution 03-25-2019-01 – Declaration of Official Intent to Reimburse General Funds and Short-Term Borrowed Funds Used to Finance Capital Improvement Projects for PENNVEST Financed Projects.   Motion carried.

Roll Call

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

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

 

Motion

On a motion made by Timothy Moffitt and seconded by James LaPoint the Board approved Resolution No. 03-25-2019-02 –Resolution to Borrow Loan 75339 through PENNVEST in the amount of $3,638,774. Motion carried.

Roll Call

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

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

 

 

Public Comment – none.

 

The meeting was adjourned at 7:38 p.m.

 

The next Board meeting is scheduled for April 22, 2019.

 

 

 

James LaPoint, Secretary

 
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