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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 Anthony Magnotta

 

Absent

Assistant Treasurer James Brennan

 

Solicitor Magnotta attended the meeting via Zoom

 

Pledge of Allegiance

 

Motion

On a motion made by George Firmstone and seconded by John Haggarty the Board approved the meeting minutes from the September 28, 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. Cherry Ridge Realty / Suhosky

On August 6, 2020 I forwarded correspondence to Ron Bugaj. To date, I have not received a response.  An additional letter to Attorney Bugaj requesting that he advise as to his client’s intentions was sent.

 

2. Indian Orchard Holdings Company vs. CWRA

On October 7, 2020, the case was dismissed for failure to prosecute.

 

3. SBR Tank Coatings.

I had the opportunity to review the photographs forwarded to me from plant manager, Daniel Guinther.  It is my understanding that a meeting has taken place on-site with Entech Engineering, Inc. and I will defer to Mary Peters for discussion of the outcome of the meeting.

 

4. PENNDOT Truck Wash.

I have reviewed an email from Mary Peters dated October 22, 2020 referencing PENNDOT’s request for sewage.  It appears as though this area is outside of the service area therefore planning will need to be done with Texas Township and the Authority.

 

5. White Mills Valve Issue.

A meeting took place with respect to the White Mills Valve Issue and I will defer to Mary Peters and Dan Guinther with respect to the results of that meeting.

 

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

(iii)  Change Order #6 – Time Extension (95 Days) – Under RUS Review

  1. Substantial: November 20, 2020, Final: December 31, 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: $4,623,227.74 (88.4%)

  1. Payment Applications:

(a)    Payment Application #19 – $319,810.51 (Recommended for Payment)

  1. Meetings:

(1)  Progress Meeting #20 – November 4, 2020 at 10:00 am

  1. Items for Discussion:

(1)  Grinder Pump Start Ups

(2)  Construction Observation – The Board agreed to keep Entech observers on site to complete the project

(3)  MHP Restoration – Entech will discuss paving with property owners

 

  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. 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 – Finishing Minor Items – contractor will be given a deadline to complete and submit final payment request by next Board meeting.

  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

(iii)  Change Order #4 – Time Extension (41 Days) –  Need CWRA Approval

  1. Final: September 26, 2020

(d)   Certificate of Substantial Completion – July 17, 2020 – Need CWRA Approval

(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: $ 901,940.38 (102.6%)

(c)    Change Order #5 – Balancing Change Order ($43,215.38) –  Need CWRA Approval

(i)      Final Contract Amount: $921,940.38 (2.97% Over)

  1. Payment Applications:

(a)    Payment Application #11 (Final) – $65,097.02 (Recommended for Payment)

  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

(iii)  Change Order #5 – Time Extension (78 Days) –  Under DEP Review

  1. Final: November 16, 2020

(iv)  Certificate of Substantial Completion – July 31, 2020 – Need CWRA Approval

(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 (Curb) – DEP Review

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

(i)      Job Completed to Date: $1,087,604.32 (114.8%)

  1. Payment Applications:

(a)    Payment Application #9 - $113,890.72 (Recommended for Payment)

  1. Schedule/Meetings:

(1)  Minor Punch List Items Remaining

  1. SBR Tanks
    1. Coating Issues – a meeting was held with Titan, MBA, Sherwin Williams, CWRA & Entech. A theory is that movement in the concrete is creating the problem. Repairs will be made by Titan. The situation will continue to be investigated.

(1)  Warranty

  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. Payment Applications:

(a)    Payment Application #1 - $39,018.15 (Recommended for Payment)

  1. Schedule/Meetings:
    1. Construction in Progress – pump station needs power installed
  2. 4) toxic reduction evaluation study
  3. Kleinfelder TRE Final Report Submitted to DEP
  4. Process Matter’s Conduction Metal Testing
    1. 5) CRESTMONT SEWER MAIN PROJECT
    2. Design
      1. Review Final Drawings and Specs with CWRA
      2. Permitting
        1. To Be Submitted
        2. Bidding
          1. Spring Time
  5. 6) FINANCES

PennDOT Vehicle Wash – DEP will not approve any planning effort at this time. PennDOT must re-evaluate all options required in Special Protection Watersheds for sewage disposal. Once completed, the plan will need to re-approved by Texas Township and CWRA.

A meeting was held with Integrity Fusion Projects regarding the ball valves located throughout the White Mills Sewer Project.  Some of the 2-inch valves were found to be faulty. Integrity investigated the issue and found it was due to an injection molding process error that occurred in one batch. An additional 4 years of warranty after Leeward’s one-year warranty will be provided.

 

Motion

On a motion made by George Firmstone and seconded by James LaPoint the Board of Directors approved Change Order #4 and #5 from Leeward Construction for the 2018 Sewer Main Replacement Project.  Change Order #4 is for a 41- day time-extension to complete the project. Change Order #5 is the Balancing Change Order to complete the project in the amount of $43,215.38.   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 James LaPoint and seconded by John Haggarty the Board approved the Certificate of Substantial Completion for the 2018 Sewer Main Replacement Project dated July 17, 2020.  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 George Firmstone the Board approved the Certificate of Substantial Completion for the Cliff Street Sewer Main Replacement Project dated July 31, 2020.  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 grease trap inspection report was reviewed.
  • The Board asked about the status of the Lackawaxen River Project manhole coatings. Dan and Mary will look into it.
  • The driveway seal coating at the WWTP has been completed.
  • The fuel tank on the jetter was repaired.
  • Quantum Labs lost one of the Authority’s samples for metal testing.
  • Process Matters company came to the plant last week and performed some batch testing for copper, lead, and zinc. They have products to help reduce metals in wastewater through a service contract.

Collection System Report

Leeward – Willow Avenue:

  • Punch list items need to be completed

Cliff Street:

  • Punch list items need to be completed

White Mills Sewer Project:

  • Restoration on Long Ridge Rd is currently being completed.
  • Grinder pumps continue to be installed in the mobile home park. The 45th pump was installed today.
  • Don suggested that the Authority keep inspector Joe on-site until the mobile home park is completed.  Don cannot be at the park full-time and Joe completes the As-Built plans.

5th Street Bridge Project:

  • Sewer line has been drilled across the road.  Waiting on PPL to complete the project.

10th & Church Street:

  • Pioneer fixed the manhole frame and cover that was broken.

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • 5 liens will be filed at the Wayne County Courthouse totaling $2,210.53.
  • 59 sewer rent collection letters have been sent
  • 124 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 142 White Mills customers have completed their electric work and passed inspection.
  • 69 – 60-Day Notice to Connect letters were sent today for the White Mills Project.
  • 6 properties have been connected in White Mills
  • 2 properties are not making any effort to complete their electric work for their grinder pump in White Mills. Reminders were sent to several other customers.
  • Correspondence will be sent to the owner of the property adjunct to the WWTP regarding use of Authority property to access their property.
  • The budget report was reviewed.
  • A letter was sent to Honesdale Borough regarding Jerry Theobald’s reappointment to the CWRA Board.

 

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

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

 

The meeting was adjourned at 7:34 p.m.

The next Board meeting is scheduled for November 23, 2020.

 

 

 

James LaPoint, Secretary

 
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