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Meeting Minutes - Meeting Minutes

Present

Chairman Jerome Theobald; Vice-Chairman John Haggarty; Secretary James LaPoint; Treasurer John Feik; Assistant Secretary George Firmstone; Tammy Jensen, Administrator; Mary Peters, Engineer.

 

Absent

Assistant Treasurer James Brennan

 

Due to the Covid-19 virus, Board members George Firmstone and John Haggarty attended the meeting via Zoom along with Engineer Mary Peters.

 

Visitors

No visitor correspondence was received via email or telephone.

 

Pledge of Allegiance

 

Motion

On a motion made by George Firmstone and seconded by John Haggarty the Board approved the meeting minutes from the April 27, 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, Absent

 

Solicitor’s Report

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

I have not yet received any demand from counsel for Mr. McAllister.

  1. 2. TRE Report

The TRE study has been completed by Kleinfelder and is currently being reviewed by our Engineer. I would defer all questions to Mary Peters regarding the study.

  1. 3. COVID-19 Update

As you are aware our office remains closed due to Governor Wolf’s Covid-19 Declaration of March 19, 2020. I am working remotely and will continue to answer any questions posed by e- mail. It appears that our office will continue to be closed until at least June 4, 2020 under the most recent guidelines issued by the Governor’s office.

The legislature has authorized and the Governor has signed legislation authorizing all meetings during the emergency declaration to be held electronically.

 

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%)

(ii)    Change Order #4 – $0 (Stored Materials) – RUS Approved

  1. Payment Applications:

(1)  Payment Application #16 – Not Submitted

  1. Meetings:

(1)  Progress Meeting #14 – TBD

  1. Items for Discussion:

(1)  Construction on Hold

  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 #12 – Not Submitted

  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: $ 621,489.14 (70.7%)

  1. Payment Applications:

(a)    Payment Application #7 - $109,087.64 (Recommend for Payment)

  1. Schedule/Meetings:

(1)  Construction Resumed April 22, 2020

(2)  Construction (Main and Services) to be Complete First Week of June

(3)  Pavement Restoration Second Week of July

  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 to Begin Second Week of June

(2)  Construction (Services) to be Complete End of June

(3)  Pavement Restoration Second Week of July

  1. 3) Crestmont Area Sewer Main Replacement Project
  2. Funding:

(1)  Loan: $2,987,000 (Interest Rate: 1.375%)

(2)  Grant: $205,000

  1. Design:
    1. Complete – Final QA/QC Review/ Aqua and Borough Coordination
  2. 4) 5th STREET BRIDGE REALIGNMENT
  3. Submit for Permits
  4. Ready for Bid
    1. 5) toxic reduction evaluation study
    2. Kleinfelder Provided Draft Report

 

 

Pioneer Construction has not submitted a project completion schedule.

Construction will begin in White Mills on June 22nd. Yard restoration will begin this week.

Correspondence will be sent to GSP Management regarding the sewer installation project in their mobile home park in White Mills.

The Willow Ave area project and Cliff Street Project will be completed in the next couple of months.

 

Motion

On a motion made by George Firmstone and seconded by James LaPoint the Board of Directors approved the request for obligation of funds from USDA for the Crestmont Sewer Replacement Project

Motion carried.

Roll Call

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

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

 

Motion

On a motion made by John Haggarty and seconded by James LaPoint the Board approved advertising for bids for the 5th Street Bridge Project.

Motion carried.

Roll Call

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

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

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The air dryer and auto drain replaced on air compressor in SBR air dryer was under warranty.
  • OCC installed automatic switch over if back up battery fails on SBR panel.
  • Waiting on JJ for final TRE report.
  • Lawn work was completed at the WWTP.
  • Debris piles by CSO were leveled off.
  • Plant buildings were pressure washed.
  • Mall pump station has had a lot of rags causing a blanket to form on top. We are keeping an eye on this and having it cleaned as needed. A letter was sent to business owners connected to the mall pump station about flushing the rags down the drain.
  • WWTP is running well no problems to report.
  • The Authority is working on a map of the collection system to show when lines have been updated.

Collection System Report

Leeward – Willow Avenue:

  • Leeward is working on 8” mainline from manhole #148 to manhole #149 (Brown Street to Tryon Street).

White Mills sewer:

  • Supposedly the crew on Willow Avenue is moving to White Mills once they are done.  The other crew that was in White Mills will move back there in a few weeks.

Cliff Street:

  • Leeward is on the Aqua project laying 8” water main up Cliff Street between Riverside Drive and Irving/Castle Street intersection.

443 Grove Street

  • Replaced 4” orangeburg sewer lateral from PennDOT ROW to the 8” Terra-cotta mainline including one 4” cleanout assembly.

 

Debt Collection Report

  • Total amount of Municipal Liens $31,739.05
  • 529 customers have signed up for paperless billing through the new on-line payment system.
  • 146 Initial collection letters were sent
  • 10 Municipal Liens will be filed with the Wayne County Prothonotary

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • 109 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 107 White Mills customers have completed their electric work and passed inspection
  • Correspondence and the Component 3M was sent to Gannett Fleming for the PennDOT sewer connection in Indian Orchard. All Authority Rules & Regulations will need to be followed before any connection will be permitted.
  • Due to the low interest rates, two recently matured CD’s will not be renewed until rates go up.
  • A customer payment box has been installed on the outside of the Authority office.
  • Businesses will be sent a reminder to keep grease traps clean and maintenance logs updated.
  • The Board of Directors all acknowledged the Authority’s Conflict of Interest Policy that was originally adopted on August 22, 2016.
  • Mesko glass is making a guard for the reception window in the office.

 

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

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

 

 

Public Comment – none.

 

The meeting was adjourned at 6:50 p.m.

The next Board meeting is scheduled for June 22, 2020.

 

 

 

James LaPoint, Secretary

 
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