Home Meeting Minutes AUGUST 26, 2019
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Meeting Minutes - Meeting Minutes

Present

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

 

Absent

Treasurer Timothy Moffitt

 

Visitors

Howard Teeple

 

Pledge of Allegiance

 

Mr. Teeple from White Mills had previously addressed the Board regarding the second unit in his home in White Mills that is no longer in use. The Board required him to remove the kitchen in the unit in order to be considered a single-family home.  Mr. Teeple asked if he could keep the kitchen sink in as he needed to pour water through it for his trap below.  The Board will correspond with Mr. Teeple regarding the matter.

 

Motion

On a motion made by George Firmstone and seconded by John Haggarty the Board approved the July 22, 2019 meeting minutes as presented.

Motion carried.

Roll Call

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

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

 

Solicitor’s Report

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

I have attempted to reach out to Mary Hopper via email and telephone and I am waiting a reply.  I have proposed in an email that the language to paragraph #11 of our Water Service Termination Agreement be changed to indicate that we may terminate water services for nonpayment of sewer rentals at any time provided that there is no medical reason or heat related reason for the water to be remained left on.

 

  1. 2. Aqua/CWRA Cost Savings Agreement

I am aware that there have been several meetings between Central Wayne Regional Authority and Aqua, PA representatives with respect to changes to the Agreement, however, I have not received any word regarding what these proposed changes are.  I will defer to Entech Engineering as to the status of the Agreement.

 

  1. 3. Old Willow Avenue Condition

A meeting between the Texas Township Supervisors, representatives of the Authority, and Counsel was held to discuss alternative meetings for approaching the resurfacing of Old Willow Avenue.  The proposal was made that Texas Township would contribute $50,000.00 to total re-pavement of Old Willow in the areas affected by the work.  This proposal would require RUS our funding agent’s approval to change the scope of our project to allow for repaving in areas where the project documents indicate that there would be restoration only.  An initial contact between our Engineer, Mary Peters and RUS, Kim Loftus, indicated that the Authority may not be in a position to change the scope of the project without approval from RUS Engineer, Judith Tutino.  I am unaware as to the status of the matter and would request that Mary Peters report on it.

 

I have received several telephone calls from Attorney Lee Krause asking what the status of the Re-pavement Project is and I have indicated verbally to him that we are awaiting approval from our funding agent for the change in scope to the project.

 

  1. 4. Crestmont Main Replacement

I was requested by Office Administrator, Tammy Jensen to seek quotes from Bond Counsel for the Crestmont Sewer Main Replacement Project through RUS.  Those quotes have been received from Jens Damgaard and would be before the Board for approval this evening.  The quote provided from Jens Damgaard was $26,500.00 broken down as to $12,000 for Interim Financing and $14,250 for Final Loan Closing with RUS.

 

I will provide the Board with a Legal Services Agreement for both the Interim Closing and the final Closing to be done with RUS.  I will be charging the Board $5,000.00 per closing.

 

  1. 5. CWRA Truck

During the past two weeks Dan Guinther and I had been reviewing materials and emails with our purveyors through the COSTARS Program.  I will defer to Dan to report on the final status of the Authority truck; however, it appears as though all of the misgivings which we had previously have been resolved or in the process of being resolved by the vendors.

 

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. Change Order #1 – $27,973.90 – RUS Approved
  2. Change Order - $14.73/lf of Road Base Drain – Approved by Authority
    1. Final Change Order amount will be determined when final quantities of pipe are installed
    2. Schedule/Meetings:

(1)  Progress Meeting #7 – August 27, 2019 at 10:00 am

  1. Payment Applications:

(1)  Payment Application #7 – $196,458.38 (Recommend for Payment)

 

  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 – RUS Approved
  2. Change Order #2 – Time Extension (120 Days) – Under RUS Review
  3. Change Order #3 – $209,542.10 (Old Willow Pave) - (Recommend for Authority Approval)
  4. Schedule/Meetings:

(1)  Progress Meeting #7 – August 27, 2019 at 10:00 am

  1. Payment Applications:

(1)  Payment Application #8 – $68,114.05 (Recommend for Payment)

  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 – RUS Approved
  2. Change Order #2 - $101,338.75 – RUS Approved
  3. Change Order #3 – $139,257.96 (Unforeseen Site Conditions) - (Recommend for Authority Approval)

(4)  Execute Substantial Completion Certificate

 

  1. 2) CAPITAL IMPROVEMENT PROJECTS (PENNVEST)
  2. 2018 Sewer Main Replacement
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

  1. Notice to Proceed: April 15, 2019
  2. Substantial Completion: July 14, 2019 (90 Days)
  3. Final Completion: August 13, 2019 (120 Days)

(3)  Contract Amount: $875,875.00

  1. Change Order #1 – $2,850.00 – Under DEP Review
  2. Change Order #2 – Time Extension (60 Days) – Under DEP Review
  3. Schedule/Meetings:

(1)  Progress Meeting #3 – August 27 at 11:00 am

  1. Payment Applications:

(1)  Payment Application #4 – $95,466.33 (Recommend for Payment)

  1. Items for Discussion:

(1)  HOP Supplement/ Schedule

 

  1. Cliff Street Area
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

  1. Notice to Proceed: April 22, 2019
  2. Substantial Completion: July 21, 2019 (90 Days)
  3. Final Completion: August 20, 2019 (120 Days)

(3)  Contract Amount: $947,749.00

  1. Change Order #1 – Time Extension (143 Days) – Under DEP Review
  2. Schedule/Meetings:

(1)  Progress Meeting #3 – August 27 at 11:00 am

  1. Payment Applications:

(1)  Payment Application #2 – $23,310.00 (Recommend for Payment)

 

  1. Lackawaxen River Interceptor
    1. Contract Information:

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

(2)  Dates:

  1. Notice to Proceed: April 22, 2019
  2. Substantial Completion: July 21, 2019 (90 Days)
  3. Final Completion: August 20, 2019 (120 Days)

(3)  Contract Amount: $199,105.00

  1. Change Order #1 – $3,600.00 – Under DEP Review
  2. Change Order #2 – Time Extension (20 Days) – Under DEP Review
  3. Schedule/Meetings:

(1)  Manhole Rehabilitation

  1. Payment Applications:

(1)  Payment Application #2 – $31,311.00 (Recommend for Payment)

(2)  Payment Application #3 – $41,431.50 (Recommend for Payment)

 

  1. SBR Tanks
    1. Contract Information:

(1)  Contractor: Titan Industrial Services, Inc

(2)  Dates:

  1. Notice to Proceed: April 24, 2019
  2. Substantial Completion: 120 Days Total (60 Days per set of Tanks)
  3. Final Completion: 150 Days

(3)  Contract Amount: $849,532.00

  1. Change Order #1 – $53,523.38 – Open for Discussion
  2. Payment Applications:

(1)  Payment Application #1 – $49,572.45 (Recommend for Payment)

  1. Schedule/Meetings:

(1)  Titan on site now – On Schedule

 

  1. 3) LAUNDROMAT ISSUE
  2. Easements

  1. 4) 5th STREET BRIDGE REALIGNMENT
  2. Needs to be Submitted to DEP

 

  1. 5) PennDOT Vehicle Washing Facility
  2. Additional information needed in order to complete the Component 3M

Motion

On a motion made by John Haggarty and seconded by George Firmstone the Board of Directors approved Change Order No. 3 with Pioneer Construction Co. Inc. for paving on Old Willow Avenue in the amount of $209,542.10 as approved by USDA.  Motion carried.

Roll Call

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

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

Texas Township will be contributing $50,000.00 to the Old Willow Ave paving project through a local share contribution.

 

Motion

On a motion made by George Firmstone and seconded by John Haggarty the Board approved releasing the project retainage for Contract 3 – Interceptor Rehabilitation Project with Standard Pipe Services minus $10,000.00 until all documentation has been received.  Motion carried.

Roll Call

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

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

 

Collection Report

White Mills Contract No. 1

The Route 652 creek crossing is in the process of being drilled. The main line on Route 6 is being completed.  Leeward should be starting on Long Ridge Road later this week.

 

White Mills Contract No. 2

Paving of Old Willow Avenue needs to be discussed. Property restoration and regrading of some of the yards that have been completed needs to be addressed.  Four properties have been connected.

 

2018 SMR Project (Willow Ave)

Still waiting on the supplement from PennDOT on manhole #146 by Bold’s Florist.

 

Cliff Street

Pipe crew is back on site on Cliff Street laying mainline sewer only.

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed. The plant is operating well.
  • SBR Tank Project – base coat application will begin tomorrow. The caulking is completed in tank one.
  • The plant’s discharge oxygen levels have been impacted due to the SBR tank project. Samples are being taken from the river at different locations. Measures are being taken to increase levels. 
  • The weekly DEP report for the tank project was reviewed.
  • The new truck is near completion. Expected completion is September 6th.
  • Sampling results have been received from BGM and they are under review.
  • Dan and Tammy will work on a job description in order to advertise for an additional employee.

Debt Collection Report

  • 69 Initial collection letters were mailed
  • 18 Lien Pending letters were sent out by certified mail
  • No Liens will be filed with the Wayne County Prothonotary
  • District Magistrate hearings are scheduled for September 5, 2019
  • Municipal liens on properties total $22,647.15
  • 1 account has a pending sheriff sale
  • 3 accounts are scheduled for water termination on August 29th
  • 5 accounts are scheduled for water termination on September 26th

 

Administration Report

  • The monthly invoices and financial reports were reviewed
  • 16 sewer rental accounts are included in the Wayne County Tax Upset sale. The tax office has been notified of the sewer balances.
  • Heather and Tammy are looking at a credit card and E-Check payment option that will integrate with the current utility billing system.
  • The Authority has contacted Senator Bakers office to discuss Bill No. 1563.
  • The 2020 Minimum Municipal Obligation for the Authority’s pension plan was presented to the Board of Directors.
  • Highmark Insurance asked the Authority to update their waiting period for health and vision insurance. The Board of Directors agreed to new employees being added to policies on the first day of the next month following 60 days.  The employee manual will be updated accordingly.

 

Motion

On a motion made by George Firmstone and seconded by James LaPoint the Board approved the Bond Counsel Legal Services Agreement for the Crestmont Sewer Main Replacement Project with Eckert Seamans Cherin & Mellott, LLC in the amount of $26,500.00.  Motion carried.

Roll Call

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

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

 

Motion

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

Roll Call

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

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

 

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board approved an amendment to the Engineers/Owners Agreement with Entech Engineering for observation charges on Contracts 1 & 2 of the USDA funded projects in the amount of $197,100.00 billed by time and expense.  Motion carried.

Roll Call

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

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

 

Public Comment – none.

 

The meeting was adjourned at 8:11 p.m.

The next Board meeting is scheduled for September 23, 2019.

 

 

 

James LaPoint, Secretary

 
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