Home Meeting Minutes JULY 27, 2020
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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; Dan Guinther, Plant Superintendent; Mary Peters, Engineer. Solicitor Magnotta via telephone.

 

Absent

Assistant Treasurer James Brennan

 

Pledge of Allegiance

 

Motion

On a motion made by John Feik and seconded by George Firmstone the Board approved the meeting minutes from the June 22, 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. White Mills Project

The White Mills Project is continuing construction after a short delay due to the pandemic. Correspondence has been reviewed and approved regarding access to White Mills users to the system and compliance with the rules and regulations of the Authority.

 

2. TRE Report

The TRE Report has been completed and submitted to DEP.

 

3. COVID-19 Update

Although Pennsylvania is in the green phase, continuing climate in cases has caused Governor Wolf to restrict certain activities including, but not limited to indoor and outdoor gatherings.

 

4. DEP  Notice of Violation.

A reply has been prepared and submitted to DEP with reference to the alleged violations of the Authority.

 

5. Cherry Ridge Realty / Suhosky

Correspondence was forwarded to Bob Suhosky with reference to our discussion at the last Board Meeting.  I received a telephone reply from Attorney Ron Bugaj on Friday July 24, 2020 requesting a copy of my letter.  I have forwarded my correspondence to Attorney Ron Bugaj so he may review the same with his client.  I will keep the Board apprised of any response I receive from the attorney.

 

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

(ii)    Change Order #5 – Time Extension (95 Days) – RUS Approved

  1. Substantial: September 15, 2020, Final: October 30, 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: $3,383,689.54 (64.69%)

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

  1. Payment Applications:

(a)    Payment Application #16 – $96,073.43 (Recommended for Payment)

  1. Meetings:

(1)  Progress Meeting #16 – July 28, 2020 at 10:00 am

  1. Items for Discussion:

(1)  Construction in MHP is Slow

  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

(iii)  Change Order #5 – Time Extension (Final: 122 Days) – Recommended for Authority Approval

  1. Substantial: February 28, 2020, Final: August 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)  Punch List Items In Progress

(2)  Progress Meeting #16 – July 28, 2020 at 10:00 am

  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: $ 828,483.4 (94.3%)

  1. Payment Applications:

(a)    Payment Application #9 - $72,931.50 (Recommended for Payment)

  1. Schedule/Meetings:

(1)  Restoration Remaining

  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: $973,713.60 (102.7%)

  1. Payment Applications:

(a)    Payment Application #8 - $227,281.90 (Recommended for Payment)

  1. Schedule/Meetings:

(1)  Restoration Remaining

  1. Lackawaxen River Interceptor

(1)  Final Walk Through Items

  1. 3) 5th STREET BRIDGE REALIGNMENT
  2. Bid Opening July 27, 2020 @ 3pm
  3. Review Results
    1. 4) toxic reduction evaluation study
    2. Kleinfelder TRE Final Report Submitted to DEP
      1. 5) PENNDOT TRUCK WASH
      2. Component 3 submitted to Texas Township for Approval Next Week

A meeting will be scheduled with the owners of the mobile home park in White Mills.  Their existing water and sewer lines are not all marked properly.  The person they have on site to make repairs is not fully qualified. Leeward is not allowing a nonemployee into their trenches due to the liability it presents to both them and the Authority. The owners will need to pay for repairs made to unmarked lines. PPL still has not fully marked their lines, and they have given poor feedback to Leeward regarding their lines. According to PA ONE CALL rules, contractors can refuse to dig if line are not marked. Leeward has been working in the park for a week and not all of the utility lines have been marked properly.

The one year walk through of the Lackawaxen River Project was conducted. Some of the manholes that are exposed to the sun are getting hairline fractures.  The material is supposed to be UV rated.  A brush on epoxy will possibly be used by the Authority to correct the problem.  Entech is looking further into the situation.

 

Motion

On a motion made by John Haggarty and seconded by James LaPoint the Board of Directors approved the time extension change order #5 from Pioneer Construction Company, Inc. for Contract 2 of the White Mills Project. Substantial completion was February 28, 2020, and the final completion date will be August 30, 2020.

Motion carried.

Roll Call

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

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

 

5th Street Bridge Project – Bid Opening through PennBId


  1. Pioneer Construction, Co. Inc.      $179,903.00
  2. Leeward Construction, Inc.           $188,655.00

A new electrical service will be needed for the 5th Street Bridge Project. PPL will need to install the new service in a timely manner in order to keep the project on schedule.

 

Motion

On a motion made by James LaPoint and seconded by John Feik the Board approved the bid amount of $179,903.00 from Pioneer Construction, Co. Inc. for the 5th Street Bridge Project upon approval by Authority Engineer and Solicitor.

Motion carried.

Roll Call

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

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

 

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board approved the monthly invoices for payment as presented. The USDA project invoices will be paid upon approval by RUS.

Motion carried.

Roll Call

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

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

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The tanks at the plant need to be cleaned and the sludge and rags removed. The last time this was done was 10 years ago when the plant was built.
  • The plant is operating well with average flows under 600,000gpd.  The tanks are being rotated.

Collection System Report

Leeward – Willow Avenue:

  • Restoration and paving needs to be completed.
  • Manhole channels and laser cuts need to be purged and inserts installed.
  • All cleanout boxes need to be to final grade.
  • Sidewalk and curb need to be done.

White Mills sewer:

  • Reinfurt Excavating is working on services on Long Ridge Road.
  • Leeward has a crew in the trailer park and a crew doing services on Texas Palmyra Highway.

Cliff Street:

  • Restoration and paving needs to be completed.
  • Manhole channels and laser cuts need to be purged and inserts installed.
  • All cleanout boxes need to be to final grade.
  • Sidewalk and curb need to be done.

Misc.

  • Pump No. 2 at the trailer park at Lake Cadjaw had to be pulled to remove the jammed rags.
  • A repair was made to a section of 8” main in Crestmont that was damaged when water main was installed.  We were not able to locate it in this area.  Above and below the damaged area the main was to the center of the road.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • 118 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 116 White Mills customers have completed their electric work and passed inspection
  • 7 White Mills properties will not be connected due to the condition of the dwelling.
  • 543 customers have signed up for paperless billing through the new on-line payment system.
  • 113 collection letters were sent to customers
  • Total amount of liens against properties is $35,037.70
  • Additional dwelling units were discovered that have not been paying sewer rent.  The property owners have been contacted.
  • An interview will be scheduled for a new maintenance position.
  • The annual window and carpet cleaning have been completed.

 

The meeting was adjourned at 7:33 p.m.

The next Board meeting is scheduled for August 24, 2020.

 

 

 

James LaPoint, Secretary

 

 
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