DECEMBER 18, 2013 ECWSA MINUTES

Evans City Water and Sewer Authority Meeting

18 December 2013          

·         Call to order: The meeting was called to order by Chairman Tim Schoffel at 6:05 pm.

·         Members present: Tim Schoeffel, Vito Pilosi Joe Weltner, Ed Tanski, Cheri Deener,

·         Others present: Dan Dow, Philip Lope, Attorney, HRG, Nadine Grabe, Borough Secretary, Laura Kamienski, Administrative Assistant, Lisa Chiesa, Clark, Hill, Thorp, Reed & Armstrong                 

·         Public Session: This meeting was open to the public.  

·         Presentation – Lisa Chiesa

·         Discussion of invoice issue from the original bond.

·         Refunding balance owed on fees.           

·         Minutes: Review of minutes from November 20, 2013.

Motion by Joe Weltner to approve November 20, 2013 minutes as corrected.

Seconded by Vito Pilosi.  Unanimously approved.

·         Review Bills & Past Due Accounts

·         Discussion regarding Herbert, Rowland & Grubic reimbursement.

·         Review of DEP fine.

·         Discussion about future electricity costs at the new WWTP as compared to current plant.

Motion by Vito Pilosi to approve bills as presented.

 Seconded by Ed Tanski. Unanimously approved.

·         Administrative Report

·         New postcard format for past due and service termination notices, compatible with Fund Balance software.

Motion by Cheri Deener to approve order

for Late and Service Termination notices postcards.

Seconded by Vito Pilosi. Unanimously approved.

·         Review of letter to rental property owners.

·         Discussion of basic rates for vacant properties.

Motion by Cheri Deener to approve and mail

 property owner letters as amended.

Seconded by Vito Pilosi. Unanimously approved.

·         Solicitor’s Report: Philip Lope

·         Industrial user agreement discussion.

·         Discussion regarding scheduled meeting with Judge Yeager regarding Callery Borough.

·         Engineering Report: Dan Dow, HRG

·         Bulk water permit progress.

·         DEP management plan submission.

·         Certified operator circuit rider.

·         WWTP – Meeting January 9, 2014 9:00 a.m. Reserve room.

·         Penn Ohio has accepted agreements 1308, 1309 & 1310.

·         Discussion regarding payment approval for contract 1307 payment #1 - $27,537.50.

Motion by Ed Cheri Deener to approve payment #1 for contract 1307.

Second by Joe Weltner. Unanimously accepted.

·         Discussion regarding Mid Atlantic contract 1307 change order #2 to relocate lateral sewer main.

Motion by Vito Pilosi to approve change order #2 to contract 1307,

 not to exceed $13,000.00 (final total to be updated)

Seconded by Ed Tanski.  Unanimously approved.

·         Discussion of payment for Jackson Township building permit application for SPR tanks, $5,816.50.

Motion by Vito Pilosi to approve payment for Jackson Township Building Permit. Seconded by Ed Tanski.  Unanimously approved.

·         Discussion regarding Penn Ohio negotiation leading to change order request #1 including wiring change (copper to aluminum) and power generator (600 KW to 500 KW.)

·         Discussion concerning the handling of change orders due to possibility of timeliness. Can the construction committee approve them if necessary?

Motion by Cheri Deener to allow the Construction Committee to make change order provisions up to $15,000.oo, with final approval for payment by the board.

Seconded by Joe Weltner. Unanimously approved.

·         Budget Report

·         Review of 2014 budget information.

·         Need to purchase separate property insurance for ECWSA.

·         Discussion regarding water rate changes. The last rate increase was in 2002.

·         Need infrastructure improvement plan.

Motion to adjourn to closed session by Vito Pilosi.

Seconded by Cheri Deener. Unanimously approved.

Meeting adjourned 8:24 p.m.

Minutes Prepared by Laura Kamienski

Cc Tim Schoeffel, Vito Pilosi, Ed Tankski, Joe Weltner, Cheri Deener,  Nadine Grabe and Philip Lope.

NOVEMBER 20, 2013 ECWSA MINUTES

Evans City Water and Sewer Authority Meeting

20 November 2013         

1.      Call to order: The meeting was called to order by Chairman Tim Schoffel at 6:07 pm.

·         Members present: Tim Schoeffel, Vito Pilosi, Joe Weltner, Ed Tanski, Cheri Deener,

·         Others present: Dan Dow, HRG, Philip Lope, Attorney, Nadine Grabe, Borough Secretary, Laura Kamienski, Administrative Assistant, Craig Young, Investment Trustee BNY Mellon                      

2.     Public Session: This meeting was open to the public.  

3.     Presentation – Craig Young, Investment Trustee BNY Mellon

·         Discussion of various investment possibilities.

·         Discussion of wire transfers and any associated fees.   

4.     Minutes: Review of minutes from October 30, 2013.

Motion by Ed Tanski to approve October 30, 2013 minutes as presented.

Seconded by Cheri Deener.  Unanimously approved.

5.     Miscellaneous Financial Business

·         Discussion regarding account preparation for debt collection agency.

·         Evans City Borough shared expense payment review.  Release of payment for first three quarters.

6.     Review Bills & Past Due Accounts: Vito Pilosi

·         Cintas contract renewal discussion.

·         Discussion about LB Water – plastic meters

Motion by Joe Weltner to approve bills as presented.

 Seconded by Ed Tanski. Unanimously approved.

7.     Miscellaneous Other Business

·         Tim Schoeffel is working on 2014 budget. Need Fund Balance general ledger software installation completion.

·         Construction began at the new WWTP on November 11^th 2013.

·         There will be no service termination notices sent in December 2013. Past due notices will be sent.

8.     Public Works Report: Norm Nelson

·         Discussion regarding Class E Distribution License.

·         Vacation request – Norm Nelson: December 4-6 2013.

Motion by Cheri Deener to approve Norm Nelson vacation.

 Seconded by Joe Weltner. Unanimously approved.

9.     Solicitor’s Report: Philip Lope

·         The Callery complaint has been filed.

·         A conference has been scheduled to discuss an interim payment plan for Callery.

·         No Callery tap applications to be processed at this time.

10. Engineering Report: Dan Dow, HRG

·         Discussion of the Penn-Ohio contract 1310 default issue.

·         Discussion regarding requisition for payment for contracts.

Motion by Ed Tanski to release payment for fund requisition No. 1.

Second by Joe Weltner. Unanimously accepted.

11.  BASF Contract Meeting Report: Ed Tanski

·         Authority representatives had a productive meeting with Judy Brenkman and Michael Cole of BASF.

·         BASF will need to retain in-house sampling.

·         One Evans City Borough employee is to be granted security clearance for entrance to BASF.

·         General discussion concerning industrial customers. Need to review or establish contracts.

12. 2014 Evans City Water & Sewer Authority Meeting Dates

  1-29                    4-30                7-30                10-29                                                 2-26                  5-28                 8-27                11-19                                                      3-26                   6-25                9-24                12-17

Motion by Cheri Deener to approve 2014 meeting dates

Seconded by Ed Tanski. Unanimously approved.

*****

Motion by Cheri Deener to adjourn. Seconded by Joe Weltner. Unanimously approved.

Meeting adjourned 7:25 pm

Minutes Prepared by Laura Kamienski

Cc Tim Schoeffel, Vito Pilosi, Ed Tankski, Joe Weltner, Cheri Deener,  Nadine Grabe and Philip Lope.

OCTOBER 30, 2013 ECWSA MINUTES

Evans City Water and Sewer Authority Meeting

30 October 2013  

1.      Call to order: The meeting was called to order by Chairman Tim Schoffel at 6:07 pm.

·         Members present: Tim Schoeffel, Vito Pilosi, Joe Weltner, Ed Tanski, Cheri Deener,

·         Others present: Dan Dow, HRG, Nadine Grabe, Borough Secretary, Laura Kamienski, Administrative Assistant, Paul Foster, Evans City Borough Council

2.     Minutes: Review of minutes from September 25, 2013.

Motion by Ed Tanski to approve September 25th, 2013 minutes as corrected and amended.

Seconded by Vito Pilosi.  Unanimously approved.

3.     Public Session: This meeting was open to the public.  

4.     Evans City Borough Council Business: Paul Foster

·         Discussion of Borough and Authority shared expenses.

·         Tim Schoeffel to review the agreement terms.

·         Discussion of mistake in electric bill calculations.

·         Discussion of calculation of shared employee wages.

5.     Review Bills & Past Due Accounts: Vito Pilosi

·         Discussion regarding the redistribution of funds, transfers, and bond deposits.

Motion by Ed Tanski to transfer funds for redistribution as proposed.

 Seconded by Cheri Deener. Unanimously approved.  

·         Discussion of Tyler Technologies invoices. Vito suggested holding payment until software is completely updated and functional.

·         Request for monthly accounting reports to be emailed to Authority for review prior to monthly meetings.

Motion by Ed Tanski to approve check register.

 Seconded by Vito Pilosi. Unanimously approved.

.

6.     Public Hearing regarding Penn-Ohio Electric Bid Withdrawal for the WWTP Project.

·         Stenographer present and recorded the hearing proceedings for public record.

7.     Public Works Report: Norm Nelson

·         6 water meters were replaced in September.

·         Possibilities for more aggressive record keeping of meter replacements and organizing the capital replacement of meters.

·         Discussion pertaining to Sue Parsons meter replacement.

·         Discussion regarding PA One Call billing and census information.

·         Discussion about fire hydrant winterization and obstructions.

·         Discussion regarding shut off notices and buildings with multiple units sharing a water line.

·         Discussion concerning upcoming equipment operation certification classes.

8.     Administrative Report: Laura Kamienski

·         Meter Obstructions Notice and Procedures: Failure to clear meter within 30 days of notice will result in termination of service. Shut off notice for obstructions to be sent via U.S. mail and posted on property door.

·         Landlord/Property Owner Letter: Proposed compliance to property owner responsibility ordinances. Letters to be mailed to property owners outlining water/sewer billing procedures for rental properties to take effect on January 1, 2014.

·         Discussion of minimum billing for vacant homes/apartments.  Tim Schoeffel to research and make proposal for minimum billing.

·         Announcing the ECWSA Facebook page.

·         Resolution No. 2 for new fee structure, approved at last meeting, is ready for signature. Postcard announcement to be mailed mid-November.

·         Service Termination fee is to be applied to customer account on date specified by the notice. Public works department to call office if customer intends to pay at time of shut off, but is not to collect any payments from customers. If payment is not received by 2:30 pm service is to be terminated.

9.     Solicitor’s Report: Philip Lope

·         Discussion of Pennsylvania water rate increase.

·         Signatures needed for Callery complaint.

10. Engineering Report: Dan Dow, HRG

·         Bid opening was on October 16, 2013 for sewer plant pipeline systems.

·         Dan Dow recommends awarding 1308 – General Construction and 1309 – Plumbing Construction to low bidders.

·         Application for first payment on contract 1301.

·         Discussion of payment procedures and bond reimbursement.

·         Signatures for Jackson Township permit applications.

Motion by Ed Tanski to accept low bidders on contracts

1308-general construction and 1309-plumbing construction.

Second by Vito Pilosi. Unanimously accepted.

Motion by Vito Pilosi to release first payment for contract 1301.

Seconded by Ed Tanski. Unanimously approved.

11.  Miscellaneous Business:

·         Given the upcoming WWTP contract invoices, Nadine Grabe requests amendment to fund transfer motion to account for these payments and other bills.

·         Discussion of construction schedule. Tim Schoeffel would like to be able to take photographs of progress.

·         Discussion of liability for workers at construction site. Vito Pilosi suggested that the out of state contractors need to obtain Pennsylvania workers compensation insurance. Dan Dow will review all contractors insurance with Philip Lope.

·         Discussion of access to construction site and controlling possible disturbances.

Motion by Vito Pilosi to transfer $46,442.62 from sewer savings to sewer checking account.  Seconded by Cheri Deener. Unanimously approved.

12. Pennsylvania Rural Water Association (PRWA) Collection Agency Service Agreement: Ed Tanski

·         Ed Tanski has mailed the PRWA debt collection service agreement to the Authority and administrative staff.

·         The Authority will receive payment of the account balance on successful collections.

·         Need an Evans City Borough resolution for the service to collect fees.

Motion by Ed Tanski to accept the PRWA debt collection service agreement contingent on the approval of the Evans City Borough Council passing resolution to collect fees. Seconded by Cheri Deener. Unanimously approved.

13. Bond Investment Possibilities: Tim Schoeffel

·         Discussion of possible short term investments as suggested by Craig Young, Trustee.

·         Dan Dow to advise draw down schedule.

·         Suggestion to invite Craig Young to next Authority meeting to discuss further.

14. Adjourn to Closed Session

Motion by Vito Pilosi to end public meeting and adjourn to a closed session

of the Authority to discuss Penn-Ohio bid withdrawal.

Seconded by Ed Tanski. Unanimously approved.

15.  Resume to Open Session: 8:55pm

Motion by Vito Pilosi to award contract 1310 to Penn Ohio Electric.

Seconded by Cheri Deener. Unanimously approved.

*****

Motion by Vito Pilosi to adjourn. Seconded by Ed Tanski. Unanimously approved.

Meeting adjourned 9:10 pm

Minutes Prepared by Laura Kamienski

Cc Tim Schoeffel, Vito Pilosi, Ed Tankski, Joe Weltner, Cheri Deener,  Nadine Grabe and Philip Lope.