Home Meeting Minutes March 23, 2020
March 23, 2020 PDF Print E-mail
Meeting Minutes - Meeting Minutes

Present

Chairman Jerome Theobald; Vice-Chairman John Haggarty; Secretary James LaPoint; Treasurer John Feik; Assistant Treasurer James Brennan; Assistant Secretary George Firmstone; Tammy Jensen, Administrator; Dan Guinther, Plant Superintendent.

 

Due to the Covid-19 virus, Board members George Firmstone and James LaPoint attended the meeting via facetime.

 

Visitors

None

 

Pledge of Allegiance

 

Motion

On a motion made by John Feik and seconded by John Haggarty the Board approved the meeting minutes from the February 24, 2020 meeting as presented. Motion carried.

Roll Call

Mr. Firmstone, Yes                              Mr. Feik, Yes                                       Mr. LaPoint, Yes

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

 

Solicitor’s Report

  1. 1. William B. McAllister 112-114 11th Street, Honesdale, PA

As you may recall Mr. McAllister requested a refund for payments that he had previously paid to the Central Wayne Regional Authority for sewer service due to the fact that he alleges that no sewer service existed at his property until recently.  We have not been able to justify whether or not a refund is necessary to Mr. McAllister since the consensus is that the sewage had to be going somewhere prior to his repair of his lateral.

I requested a demand from his attorney Michael Farley of Honesdale, Pennsylvania, however, to date have not received the same.  I shall keep you updated on this matter.

  1. 2. White Mills Project

The White Mills Project has progressed due to the onset of good weather and I will defer to Mary Peters at Entech Engineering for specific details.  I would advise the Board that a dispute arose with Kevin and Alida O’Hara regarding work that had been performed upon their property which required my office to intervene as an intermediary.  If fact, the quote from Alida O’Hara was as follows “I only want to talk to Mr. Magnotta.  I am not talking to anyone from the Authority or Entech anymore.”  I thought that we could use a bit of levity during these troubling times.

  1. 3. Study Performed by Kleinfelder

On March 19, 2020 I received a copy of an email from Joseph Schwartz at Kleinfelder indicating that the study has been very favorable so far, however, a final draft version has not been completed.  Once again, this news is comforting especially since it is my understanding from the Engineers that designing to treat limits for lead, cooper and zinc can be very costly for the Authority.

  1. 4. COVID-19 Update

As you are all aware, I represent many Municipalities, Sewer Authorities and Zoning Hearing Boards.  The current COVID-19 Declaration by Governor Wolf indicates that all nonessential businesses should close, and essential businesses should only remain open practicing social distancing and encouraging work from work.

I wanted to discuss with the Board that I have been conducting meetings both for Townships, Boroughs and Municipal Authorities by virtue of either GoToMeeting or Zoom software.  Recently, we conducted in another jurisdiction using Zoom platform.  The Zoom platform allowed each speaker to be seen on camera if one existed.  I don’t know how long this crisis will last; however, it is apparent that at some point I will begin working from home as Entech has done, and that it will be necessary to utilize this type of conference software to carry on business.  Perhaps the Authority should consider for future meetings or specialty meetings utilization of such software so that the members do not have to be exposed to potential viral contamination.

 

Engineer’s Report

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

(1)  Contractor: Leeward Construction, Inc

(2)  Dates:

(a)    Notice to Proceed: January 9, 2019

(b)   Substantial Completion: February 13, 2020 (400 days)

(c)    Final Completion: March 29, 2020 (445 days)

(i)      Change Order #3 – Time Extension (120 Days) – RUS Approved

  1. Substantial: June 12, 2020, Final: July 27, 2020

(3)  Contract Amount: $5,193,193.00

(a)    Change Order #1 – $27,973.90 (RR Boring) – RUS Approved

(b)   Change Order #2 – $9,103.14 (Road Base Drain) – RUS Approved

(c)    Revised Contract Amount: $5,230,270.04

(i)      Job Completed to Date: $3,022,409.54 (57.8%)

  1. Payment Applications:

(1)  Payment Application #14 – $216,063.25 (Recommended for Payment)

  1. Meetings:

(1)  Progress Meeting #14 – TBD

  1. Items for Discussion:

(1)  Construction on Hold

(2)  Requesting Payment for Stored Materials

  1. 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 (270 days)

(c)    Final Completion: August 20, 2019 (300 days)

(i)      Change Order #2 – Time Extension (120 Days) – RUS Approved

  1. Substantial: November 18, 2019, Final: December 18, 2019

(ii)    Change Order #4 – Time Extension (Sub: 102 Days; Final: 134 Days) – RUS Approved

  1. Substantial: February 28, 2020, Final: April 30, 2020

(3)  Contract Amount: $2,560,969.00

(a)    Change Order #1 - $72,045.00 (Texas Township Bridge) – RUS Approved

(b)   Change Order #3 – $226,751.61 (Old Willow Pave) – RUS Approved

(c)    Revised Contract Amount: $2,859,755.61

(i)      Job Completed to Date: $2,561,595.90 (90%)

  1. Payment Applications:

(1)  Payment Application #11 – $209,485.80 (Recommended for Payment)

  1. Schedule/Meetings:

(1)  Construction on Hold/ Restoration to Occur in Spring

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

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

(a)    Notice to Proceed: April 15, 2019

(b)   Substantial Completion: July 14, 2019 (90 Days)

(c)    Final Completion: August 13, 2019 (120 Days)

(i)      Change Order #2 – Time Extension (60 Days) – DEP Approved

  1. Substantial: September 12, 2019, Final: October 12, 2019

(ii)    Change Order #3 – Time Extension (309 Days) – Under DEP Review

  1. Substantial: July 17, 2020, Final: August 16, 2020

(3)  Contract Amount: $875,875.00

(a)    Change Order #1 – $2,850.00 (Tree Removal) – DEP Approved

(b)   Revised Contract Amount: $878,725.00

(i)      Job Completed to Date: $506,660.04 (57.7%)

  1. Schedule/Meetings:

(1)  Construction on Hold

(2)  Progress Meeting #9 (Tentative) – TBD

(3)  Requesting Payment for Stored Materials

  1. Cliff Street Area
    1. Contract Information:

(1)  Contractor: Leeward Construction, Inc.

(2)  Dates:

(a)    Notice to Proceed: April 22, 2019

(b)   Substantial Completion: July 21, 2019 (90 Days)

(c)    Final Completion: August 20, 2019 (120 Days)

(i)      Change Order #1 – Time Extension (143 Days) – DEP Approved

  1. Substantial: December 11, 2109, Final: January 10, 2020

(ii)    Change Order #2 – Time Extension (233 Days) – Under DEP Review

  1. Substantial: July 31, 2020, Final: August 30, 2020

(3)  Contract Amount: $947,749.00

(a)    Change Order #3 – $6,289.36 (Road Base Drain) – Under DEP Review

(b)   Revised Contract Amount: $954,038.36 (Based on DEP Approval)

(i)      Job Completed to Date: $746,431.70 (78.2%)

  1. Schedule/Meetings:

(1)  Construction on Hold

(2)  Progress Meeting #9 (Tentative) – TBD

(3)  Requesting Payment for Stored Materials

  1. 3) Crestmont Area Sewer Main Replacement Project
  2. Funding:
    1. Waiting on USDA RUS
    2. Design:
      1. Complete – Final QA/QC Review/ Aqua and Borough Coordination
  3. 4) 5th STREET BRIDGE REALIGNMENT
  4. Survey in Progress
    1. 5) toxic reduction evaluation study
    2. Kleinfelder to Complete and Provide Draft Report
      1. 6) 2019 chapter 94 report
      2. Complete – No Issues (Need Signature)

 

Correspondence was sent to the contractors that are currently working on Authority construction projects. The projects are not considered an emergency so construction will be shut down. The contractors were told to secure the work sites, equipment and materials. Work will resume when allowed by the Commonwealth.

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The grease trap inspection report was reviewed. 
  • DEP has been in contact with the Authority regarding the virus and available operators.
  • The plant is running well and flows are good.
  • The Authority has received letters from chemicals suppliers assuring that they are still operating.
  • The SCADA system has been updated for the plant and collection system.

Collection System Report

  • As of Monday, March 16, 2020, PennDOT ceased all work indefinitely within the PennDOT ROW. No work will be conducted on Cliff, Willow Avenue, or in the Village of White Mills.
  • As per the Governor, all construction was to cease by 8:00 p.m. on March 19, 2020.

Leeward Contract No. 1 White Mills

  • No additional service laterals were able to be connected on state roads in White Mills.
  • With the exception of the mobile home park, the majority of the E-One pumps have been installed.
  • Most of the service laterals have been connected on Charles Street.  All the service laterals have been completed on Elizabeth, School, Evergreen, Lock, Church, and Stegner Streets.
  • Service connections still need to be completed on Texas Palmyra Highway and Long Ridge Road.
  • A discussion was held with Tony Wilks, the PennDOT inspector regarding directional drilling of services on Long Ridge Road per our PennDOT permit. If Leeward tries to shoot a bullet instead of drilling, and the bullet does not make it across the road, that does not give permission for the road to be open cut. That method is not considered directional drilling.

Debt Collection Report

  • 61 Initial collection letters were mailed
  • 20 Lien Pending letters were sent out by certified mail
  • 11 Liens will be filed with the Wayne County Prothonotary
  • Municipal liens on properties total $26,996.39
  • Water terminations have been placed on hold. Municipal liens will be filed.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • Ten vacant properties in the White Mills service area will not be connected during the project. The Authority will work with Texas Township to have the properties connected in the future.
  • 107 White Mills Customers have completed their electric connection for their grinder pump.
  • 97 White Mills Customers have paid or are on payment plan for their tapping fee.
  • 898 Maple Avenue will be invoiced for an additional unit beginning from October 2019.
  • Grease trap inspections have been put on hold until food establishments reopen.
  • The Authority will work with customers that are unable to pay their bill on-time. Payment plans will be worked out in the future. No water terminations will be processed during the next two months.
  • A discussion was held regarding the Covid-19 virus and how it may affect the Authority.
  • Resolution 03-23-2020-01 for disposition of public records was reviewed.
  • A purchase agreement between the Authority and Harris Local Government was reviewed. The agreement would allow the Authority to move to an iCloud server for the utility billing system. This would also allow employees to work remotely if necessary, with a laptop.
  • The Board gave permission for a laptop to be purchased for the CWRA office staff.
  • Correspondence will be sent to Sally Talaga regarding her inquiry to the property owner of 5-9 Charles Street, White Mills, in regard to the current sewer project.

 

Motion

On a motion made by John Haggarty and seconded by John Feik the Board of Directors approved Resolution 03-23-2020-01, allowing for the disposition of the following records:

Satisfied Municipal Lien Records -2018

Daily Cash Records – customer payment stubs - 2016

Daily Cash Records – deposit slips - 2012

Motion carried.

Roll Call

Mr. Feik, Yes                                       Mr. LaPoint, Yes                                  Mr. Haggarty, Yes

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

 

Motion

On a motion made by George Firmstone and seconded by John Feik the Board approved a purchase agreement with N. Harris Computer Corporation for installation, user and hosting fees for an iCloud server for the Authority’s utility billing system. Total cost of $2,570.00.

Motion carried.

Roll Call

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

Mr. Brennan, Yes                                Mr. Firmstone, Yes                              Mr. Feik, Yes

 

Motion

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

Roll Call

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

Mr. Firmstone, Yes                              Mr. Feik, Yes                           Mr. LaPoint, Yes

 

Motion

On a motion made by James LaPoint and seconded by John Feik the Board approved payment of stored materials for the Cliff Street, 2018 SMR Project, and White Mills Project if requested by the contractor. This decision was based on the mandated Commonwealth stop in construction from the Covid-19 virus. Motion carried.

Roll Call

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

Mr. Brennan, Yes                                Mr. Firmstone, Yes                              Mr. Feik, Yes

 

 

Public Comment – none.

 

The meeting was adjourned at 6:57 p.m.

The next Board meeting is scheduled for April 27, 2020.

 

 

 

James LaPoint, Secretary

 
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