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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; Assistant Treasurer James Brennan; Tammy Jensen, Administrator; Sharon Kinzinger, Plant Operator; Mary Peters, Engineer; Solicitor Anthony Magnotta

 

Attendees Via Zoom

Solicitor Magnotta

Engineer Mary Peters

Board Members George Firmstone and James LaPoint

 

Pledge of Allegiance

 

Motion

On a motion made by John Feik and seconded by John Haggarty the Board approved the meeting minutes from the November 23, 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

No Report

 

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: $5,397,931.41 (103.2%)

(4)  Substantial Completion Certificate – November 20, 2020 (Recommend for Authority Approval)

  1. Payment Applications:

(a)    Payment Application #21 – $606,881.92 (Recommended for Payment)

  1. Items for Discussion:

(1)  Valve Issue – Retest All Valves

(2)  Final Punch List Items

(3)  Engineering Agreement – Construction Observation - $36,500

  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: $2,560,959.00

(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

  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) – DEP Approved

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

(iii)  Change Order #4 – Time Extension (41 Days) –  Under DEP Review

  1. Final: September 26, 2020

(d)   Certificate of Substantial Completion – July 17, 2020 –  Submitted to PennVEST

(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 ($23,215.38) –  Submitted to PennVEST

(i)      Final Contract Amount: $921,940.38 (102.97% Over)

  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) – DEP Approved

  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 –  Submitted to PennVEST

(3)  Contract Amount: $947,749.00

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

(b)   Change Order #4 – $34,500 (Curb) – Under DEP Review

(c)    Revised Contract Amount: $988,538.36 (Based on DEP Approval)

(i)      Job Completed to Date: $1,117,685.05 (113.1%)

  1. Payment Applications:

(a)    Payment Application #11 – Not Submitted

  1. Schedule/Meetings:

(1)  Waiting on DEP to Approve Change Orders to Close Out

  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 #2 – Not Submitted

  1. Schedule/Meetings:
    1. Construction in Progress – 2/3 Days Remaining

(1)  Erie Street Connection

(2)  New MH at Bridge

(3)  Tie Bore in at Hotel

  1. 4) toxic reduction evaluation study
  2. Kleinfelder TRE Final Report Submitted to DEP
    1. 5) CRESTMONT SEWER MAIN PROJECT
    2. Design/ Permits
      1. Waiting on Water Main As-Builts from Leeward

The Board requested an updated punch list for the White Mills Project. There is still a valve issue on the White Mills Project.  Valves are failing to operate properly in both the open and closed positions. All the valves need to be tested.  Pioneer Construction will be sent a letter requesting the close-out of their USDA Contract 2 for the White Mills Project. Close-out has been requested for several months. The 5th Street Bridge Project is scheduled to be completed this week. The PennVEST projects will need a final inspection by DEP in order to close-out.  No new information regarding problems with the SBR Tank lining project was presented.

 

Motion

On a motion made by John Haggarty and seconded by John Feik the Board of Directors approved payment of Leeward Constructions pay application #21 for the White Mills Project. A $50,000 retainage deduction will be held for uncompleted work.  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 James LaPoint the Board approved the Substantial Completion Certificate dated November 20, 2020, for Contract 1 of the White Mills Project from Leeward Construction.  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 Amendment to Owner-Engineer Agreement for the White Mills Sewer Installation and Interceptor Project from Entech Engineering in the amount of $36,500.00 for additional Construction Observation costs.  Motion carried.

Roll Call

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

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

 

Plant Report

  • The monthly discharge monitoring and plant reports were reviewed.  Sharon stated that there were no operating problems during the recent rain storm. Adjustments were made to plant operations during the night.
  • A determination as to why the VFD glitched still needs to be investigated. It will cost $3,189 plus shipping to send the VFD for testing. The situation is still under review.
  • The grease trap inspection report was reviewed.

Collection System Report

  • White Mills -The mobile home park has completed 28 connections

78 properties are connected in the Village of White Mills

  • Cliff Street – There a manhole and cleanout that needs to be addressed.
  • Collection System – A main line of Tryon Street was plugged on Christmas Eve. Authority personnel worked on the problem on Christmas.

 

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • The 2021 Operating Budget was approved by the Board.
  • Jerry Theobald was reappointed to the Authority Board by Honesdale Borough.
  • Correspondence from James Asselstine was reviewed requesting an extension on their White Mills connection due to extensive renovations on the property. The Board granted his request to extend his connection deadline to March 7, 2021.
  • Entech Engineering donated to the Wayne County Food Pantry on behalf of the Authority.
  • 102 -  60 & 90-day delinquent sewer rent letters have been sent this month totaling $38,980.61
  • 4 liens will be filed at the Wayne County Courthouse
  • 136 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 15 School Street, White Mills has not complied with any requirements to connect. A 60-day notice to connect has been sent with a deadline of February 15, 2021.
  • A grease trap has been approved for Watson Brothers in White Mills.
  • A $250,000.00 principal payment was made on the $700,000.00 USDA loan.

 

Motion

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

Roll Call

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

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

 

 

Motion

On a motion made by John Feik and seconded by John Haggarty the Board approved the 2021 Operating Budget as presented.  Motion carried.

Roll Call

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

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

 

The Board adjourned to executive session at 6:52pm

The Board returned to regular session at 7:11pm

 

Motion

On a motion made by James Brennan and seconded by John Haggarty the Board approved 2020 bonus pay for Authority employees.  Motion carried.

Roll Call

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

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

 

Motion

On a motion made by George Firmstone and seconded by James LaPoint the Board approved a 3% pay increase for Authority employees for 2021.  Motion carried.

Roll Call

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

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

 

The 90-day employee evaluation for Tom Warring was reviewed.

The Board approved adding President’s Day as a paid holiday for Authority employees beginning in 2021.

 

The meeting was adjourned at 7:13 p.m.

The next Board meeting is scheduled for January 25, 2021.

 

 

 

James LaPoint, Secretary

 
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