Home Meeting Minutes JANUARY 25, 2021
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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; Dan Guinther, Plant Superintendent; Mary Peters, Engineer; Solicitor Anthony Magnotta

 

Attendees Via Zoom

Solicitor Magnotta

Engineer Mary Peters

Board Members George Firmstone and James LaPoint

 

Pledge of Allegiance

 

Annual reorganization meeting

 

Motion

On a motion made by James LaPoint and seconded by John Haggarty the Board agreed to retain the Board members in their current positions:

Jerome Theobald, Chairman                          John Haggarty, Vice-Chairman

James LaPoint, Secretary                                John Feik, Treasurer

George Firmstone, Assistant Secretary          James Brennan, Assistant Treasurer

Motion carried.

 

Roll Call

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

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

 

Tammy Jensen polled the Board on January 5, 2021, for approval of Change Order No. 6 – Compensating Change Order for Leeward Construction on the Cliff Street Sewer Main Replacement Project in the amount of $129,146.69.

Motion carried.

James LaPoint, Yes                  James Brennan, Yes                George Firmstone, Yes

Jerome Theobald, Yes             John Feik, Yes                          John Haggarty, Unavailable

 

 

Motion

On a motion made by John Haggarty and seconded by James LaPoint the Board of Directors extended the final connection date for all properties in the White Mills service area to April 30, 2021.  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 James LaPoint and seconded by George Firmstone the Board reappointed Anthony Magnotta as Authority Solicitor, and Entech Engineering, Inc. as Authority Engineer for 2021.   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 George Firmstone and seconded by John Haggarty the Board approved the December 28, 2020, meeting minutes as presented. Motion carried.

Roll Call

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

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

 

Solicitor’s Report

1. SBR Tank Coatings.

I have reviewed a letter from the Sherwin Williams Paint Company to Titan Industrial Services regarding the Poly-Coat 115. Results indicate the Dura-Plate 235 MPE epoxy primer under Polycote 115 Beige did not cure, likely resulting in the coating adhesion loss. I have not had an opportunity to speak with our engineer with respect to this matter, however, I am quite concerned that this lack of adhesion may also create issues for the remaining SBR tanks.

 

I believe we should place both Titan Industrial Services and Sherwin Williams Paint Company on notice of our intention to hold them responsible for any future damages as a result of the lack of adhesion to the Poly-Coat 115 Beige which was installed on the SBR tanks in 2019.

 

2. White Mills Valve Issue.

I will defer to Entech Engineering Inc. with respect to any updates regarding the White Mills Valve issue.

 

3. Cherry Ridge Realty / Suhosky.

No update available on this matter from Attorney Bugaj.

 

4. Invoice for Canal Mobile Home Park.

I have received an invoice from Leeward Construction regarding Canal Mobile Home Park site which I believe we will be discussing at tonight’s meeting.  I will defer to Entech Engineering for an analysis of the invoice and comments regarding the same.

 

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

  1. Payment Applications:

(a)    Payment Application #22 – $ (Release of Retainage)

  1. Items for Discussion:

(1)  Valve Issue – Retest All Valves

(2)  Final Punch List Items

(3)  PPL Bill

  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 – $23,308.04 (Recommend for Approval)

  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: $901,940.38 (102.97% Over)

  1. Schedule/Meetings:

(1)  Waiting on DEP for Final Walk Through

  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. Schedule/Meetings:

(1)  Waiting on DEP for Final Walk Through

  1. SBR Tank Rehabilitation
    1. Curing Issue
  2. 3) 5th STREET BRIDGE REALIGNMENT
  3. 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 – $48,316.05 (Recommend for Approval)

  1. Schedule/Meetings:
    1. Construction in Progress

(1)  Only Pave Restoration Remaining - Spring

  1. 4) toxic reduction evaluation study
  2. Kleinfelder TRE Final Report Submitted to DEP
    1. 5) CRESTMONT SEWER MAIN PROJECT
    2. Design/ Permits
      1. Submitting Permits
  3. 6) 2020 Chapter 94 report proposal - $3,300

Discussions were held regarding the SBR Tank Project.  The Authority will issue a letter to the contractor, Titan Industrial Services.  The White Mills punch list for Leeward Construction was discussed along with the valve issue. The project is now under operation by the Authority so the contractor can no longer operate the valves. The quality of installation and manufacturers defect in the  valves were discussed. The valve manufacturer will be put on notice that all of the valves will be tested. Dan Guinther will review the White Mills punch list and check on some of the items. The invoices received from Leeward Construction for PPL utility interruptions in the Canal MHP during sewer installation was reviewed and discussed.  Not all of the charges match the Authority’s records. A discussion will be held with Leeward regarding the charges. Photographs were reviewed for 104 Charles St. White Mills regarding their stone wall.  No damage is indicated in the post construction photographs from the installation of their sewer lateral using a directional drilling method.

 

Motion

On a motion made by John Feik and seconded by James LaPoint the Board of Directors approved pay application 22 from Leeward Construction for the White Mills Project in the amount of $64,274.97. A final retainage of $3,225.00 remains for the project. 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 Haggarty and seconded by George Firmstone the Board approved pay application 12 from Pioneer Construction for the White Mills Project in the amount of $23,308.04. A final retainage of $21,199.64 remains for the project. 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 proposal from Entech Engineering in the amount of $3,300 to complete the 2020 Chapter 94 report due to PA DEP by March 31, 2021. Motion carried.

Roll Call

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

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

 

Motion

On a motion made by James Brennan and seconded by James LaPoint the Board of Directors approved a final time extension for Leeward Construction and Pioneer Construction for the White Mills Sewer Installation Project until May 21, 2021.  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 James Brennan and seconded by John Haggarty the Board approved Resolution 01-25-2021-01 Destruction of Specific Records in accordance with Act 428 of 1968:

Satisfied Municipal Lien Records for the calendar year of 2019

Daily Cash Records – customer payment coupons for the calendar year of 2017

Daily Cash Records – deposit slips for the calendar year of 2013

Property Transfer Records for 2010-2018

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 James Brennan the Board approved the monthly invoices for payment as presented.  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. 
  • Dan presented an employee cross-training schedule to the Board. All collection and plant employees will be cross-trained for the plant and laboratory.
  • There are some communication problems with the pump stations in the Cherry Ridge collection system. The Authority may need to contact some of the surrounding homeowners to have trees trimmed to allow better communication. A proposal from OCC was obtained not to exceed $1900 to complete a radio test and study. A tree trimming quote will be obtained.
  • The cold weather has been affecting treatment plant operations.

Collection System Report

White Mills Sewer:

  • The trailer park has connected 73 lots
  • The Village of White Mills has connected 97 properties
  • A total of 170 pumps have been connected
  • 39 Elizabeth Street had existing conduit pinched during construction. This will need to be repaired
  • 2 grinder pumps remain to be tested

Cliff Street:

  • There is a manhole and cleanout that need to be addressed.

 

Administration Report

  • The monthly invoices and financial reports were reviewed.
  • The Board approved a proposal from 1st Alarm Security to install a cellular communicator with monthly monitoring for the fire alarm system.
  • 86 -  60 & 90-day delinquent sewer rent letters have been sent this month totaling $28,511.11
  • 9 liens will be filed at the Wayne County Courthouse.
  • 142 White Mills customers have either paid or are on a payment plant for their tapping fee.
  • 60-day Notice to Connect has been sent to all properties that have had their pumps tested.

 

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

The next Board meeting is scheduled for February 22, 2021.

 

 

 

James LaPoint, Secretary

 
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