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Meeting Minutes - Meeting Minutes

Present

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

 

Absent

Assistant Treasurer James Brennan; Treasurer John Feik

 

Pledge of Allegiance

 

On August 18, 2020, Tammy Jensen polled the Board for permission to have Entech Engineering issue the Notice to Proceed to Pioneer Construction for the 5th Street Bridge Project.

Jerome Theobald – Yes           John Haggarty – Yes                James LaPoint – Yes

George Firmstone – Yes          John Feik – Yes                        James Brennan – Not available

Motion carried.

 

Motion

On a motion made by John Haggarty and seconded by George Firmstone the Board approved the meeting minutes from the July 27, 2020, meeting as presented. Motion carried.

Roll Call

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

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

 

Solicitor’s Report

1. 5th Street Bid Form

I have reviewed the bids of Pioneer Construction, Inc. and Leeward Construction, Inc. with reference to the 5th Street Bridge Sewer Line Project.  I have determined that Pioneer Construction is the lowest responsible bidder on the 5th Street Project at a cost of $179,903.00.  All supporting documents were submitted in electronic bid form through the PennBid System.

2. Agreement between CWRA and GSP Management

I have spoken to Dan Schranghamer, Esq. council to GSP Management and he has requested a change to the Agreement which I have provided to him.  He is presently waiting for the subcontractor to determine whether they will be able to locate the powerlines from the meters so that they can comply with paragraph 7 in the proposed Agreement.  I anticipate hearing from Dan in the near future as to whether the Agreement is acceptable. We have agreed in principal to allow Leeward Construction, Inc. to repair any damaged lines and present change orders to the Authority which change orders will be paid by GSP Management.

 

3. Cherry Ridge Realty / Suhosky

We received correspondence from Attorney Bugaj requesting payment of an inappropriate amount to Cherry Ridge Realty for the collection portion of the tapping fee allegedly owed.  I have responded to Attorney Bugaj by indicating the appropriate amount and also once again requesting whether his client will be executing appropriate documentation to turn the line over to the Authority as well as whether his client will be connecting to the Authority for those residents which are within 150 feet of the main line.

 

4. DEP Inspection

I will defer to plant manager Dan Guinther regarding the latest DEP inspection performed at the Authority.

 

5. DEP Notice of Violation

A reply was prepared and submitted to DEP, to date we have not received any further replies to the best of my knowledge.

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

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

(i)      Job Completed to Date: $3,954,314.68 (75.6%)

  1. Payment Applications:

(a)    Payment Application #17 – $369,765.44 (Recommended for Payment)

  1. Meetings:

(1)  Progress Meeting #17 – August 25, 2020 at 10:00 am

  1. Items for Discussion:

(1)  MHP - Agreement

  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) – RUS Approved

  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 – On Schedule - To Be Completed this Week

  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 #10 – Not Submitted

  1. Schedule/Meetings:

(1)  Restoration Remaining

  1. Items for Discussion:

(1)  PennDOT Paving Project

(a)    PennDOT Paying Pave from White Line to White Line

(b)   Cost Share for ADA Ramps with Aqua

  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)   Change Order #4 – $34,500 (Recommend for Authority Approval)

(i)      Curb: 1,450 LF * $20.00/LF = $29,000.00

(ii)    Bituminous Sidewalk Restoration: 220 SY * $25.00/SY = $5,500.00

(c)    Revised Contract Amount: $954,038.36 (Based on DEP Approval, Not Including CO#4)

(i)      Job Completed to Date: $973,713.60 (102.7%)

  1. Payment Applications:

(a)    Payment Application #9 - Not Submitted

  1. Schedule/Meetings:

(1)  Restoration Remaining

  1. Items for Discussion:

(1)  UGI Design One Calls

  1. 3) 5th STREET BRIDGE REALIGNMENT
  2. Contract Information:
    1. Contractor: Pioneer Construction Company, Inc.
    2. Dates:

(1)  Notice to Proceed: August 19, 2020

(2)  Substantial Completion: November 2, 2020 (75 Days)

(3)  Final Completion: November 17, 2020 (90 Days)

  1. Contract Amount: $179,903.00
    1. 4) toxic reduction evaluation study
    2. Kleinfelder TRE Final Report Submitted to DEP
      1. 5) PENNDOT TRUCK WASH
      2. Component 3 submitted to DEP
        1. DEP Requested Meeting
  2. 6) CRESTMONT SEWER MAIN PROJECT

On August 20th Vice-Chairman John Haggarty met with Texas Township Supervisor Don Doney and the Authority’s inspector, Mike Avenoso, to go over street restoration.

The original sewer main design had to be changed on Cliff Street because of the stormwater lines. The change in design occurred during the bidding process, which is why the curbing budget is not sufficient. The budget for laterals was also not sufficient due to the fact that the actual property laterals were not laid out as expected. The replacement laterals used more material than expected.

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board of Directors approved change order #4 from Leeward Construction for the Cliff Street PennVEST Project. An additional $34,500.00 was approved for curbing.

Motion carried.

Roll Call

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

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

Motion

On a motion made by George Firmstone and seconded by James LaPoint the Board approved the agreement between the Authority and GSP Management, Inc. for work completed at the Canal Mobile Home Park during the White Mills Sewer Installation Project.

Motion carried.

Roll Call

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

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

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.
  • The Sewage Inspection Report from the WWTP’s annual inspection was reviewed by the Board.
  • Dan, Sharon, and Entech Engineering have compiled a draft Emergency Management Plan to be reviewed and adopted by the Board.
  • The plant handled the 5” of stormwater from the recent storm well.
  • Dan is designing a Standard Operating Procedure for the sewage collection system.
  • The three UV’s were rebuilt in the SBR.  A new probe was ordered for one.
  • A quote of $10,660 per tank was received from Koberlein to clean the sludge holding tanks. One tank at a time will be cleaned.
  • No update on which material to use to seal the cracks around the Lackawaxen River manholes.
  • Dan and Entech Engineering are still trying to determine what is causing the electrical problems at the plant.  The previously done Arch Flash Study has helped. Breakers have been tripping and the VFD burnt up in the headworks.  The drive unit will be sent to Square D to see if a solution can be found.
  • During a construction project at the Honesdale Post Office, an authority manhole was filled with landscaping pavers and debris and the lid was placed back on. The manhole had teeth marks on it from a machine. The manhole was cleaned out and Koberlein had to be called in to clear the debris.  The contractor will be billed by the Authority for the work. 

Collection System Report

Leeward – Willow Avenue:

  • American Fence Co. installed the fence at 115 Lincoln Street.
  • No other work has been completed.

White Mills sewer:

  • Finishing the last two services on Texas Palmyra Hwy today.
  • Need to complete tie in at Route 652 with main.
  • Three services on Long Ridge to be completed.
  • Four grinder pumps and one service to completed on Charles St.
  • Three grinder pumps and services to be completed on SR 2006 (White Mills Rd).
  • Approximately 2,300 feet of main line to complete in the trailer park and grinder pumps.  Note that they have been getting around 150’ to 180’ per day and that down time due utility hit is not that bad.

Cliff Street:

  • No one on site and nothing changed.

Contract No. 2 – Pioneer Construction

  • A few small items on punch list to finish.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • 119 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 122 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.
  • 548 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
  • Aqua has not resumed water terminations
  • Two additional dwelling units have been discovered on existing properties. The property owners are paying the additional tapping fees and appropriate sewer rent.
  • The Wayne County Upset tax sale is September 18, 2020. The Authority has notified the county of sewer rent due on any of the properties listed in the sale.
  • Pocono Pest sprayed for wasps and yellow jackets that have been coming into the office.
  • The Board approved the purchase of a new copier for the office. The current one was purchased in 2011.
  • New employee Tom Warring will begin on August 31, 2020.
  • An inspection of the airbnb units at 560 Main Street Honesdale will be scheduled.
  • GSP Management inquired about purchasing additional tapping fees for future connections in White Mills.

The following additions to the Authority Rules & Regulations were reviewed by the Board.

 

PERMITS AND INSPECTION FEES: Property owners are responsible for obtaining any necessary township or borough street opening permits for sewer connections. All connections requiring a PennDOT street opening permit shall be obtained by the Authority at the property owner’s expense. A $500.00 escrow payment is required for all PennDOT permits to cover permit fees and inspection costs. Additional escrow payments will be requested as needed.

STRUCTURES AND PLANTINGS: No building structures (i.e. garages, sheds, buildings and additions, dog coops, patios, steps, etc.) or plantings (i.e. trees, shrubs, etc.) which would adversely affect the sewer line are permitted to be constructed over sewer mains and laterals.

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved the changes to the Authority Rules & Regulations as presented for Section V and Section IV.

Motion carried.

Roll Call

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

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

 

Motion

On a motion made by James LaPoint and seconded by George Firmstone the Board approved the monthly invoices for payment as presented.

Motion carried.

Roll Call

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

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

 

The property owner of 37 Elizabeth Street, White Mills contacted the Authority regarding their cesspool septic system. They have had to have it pumped out three times this year after the new sewer lateral was installed.  Mary Peters will meet with the property owner this week and discuss the issue. The Board agreed to reimburse up to 50% of the septic pumping costs based on Mary’s review.

 

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board approved reimbursement of up to 50% for septic pumping charges from January – August, 2020, at 37 Elizabeth Street, White Mills, upon Engineers review.

Motion carried.

Roll Call

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

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

The meeting was adjourned at 7:51 p.m.

The next Board meeting is scheduled for September 28, 2020.

 

 

 

James LaPoint, Secretary

 
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