Evans City Water and Sewer Authority Meeting
08 July 2014
·
Call to order: The meeting was called to
order by Vice Chairman, Ed Tanski at 6:02 p.m.
·
Members
present: Ed Tanski, Joe Weltner, and Cheri Deener.
·
Others
present: Philip Lope, Esquire. Kevin Wilmot and Dan Dow, HRG. Laura Kamienski, Office Manager. Katie Yates,
CPA. Dustin Star, CPA and Timothy Morgus, Partner of MaherDuessel.
·
Public Session: This meeting was open to the public.
·
Engineering Report: Kevin Wilmot, HRG.
§
WWTP Project Bond Requisition #7
üContract 13-04, Xylem application for
payment #4 - $361,500.00
üContract 13-07, Mid Atlantic Storage
application for payment #6 - $178,934.55
üContract 13-06, Centrysis application for
payment #2 – $120,613.50
üHerbert, Rowling & Grubic invoice 98985
- $21,265.18
Motion by Cheri Deener to approve payment
for Contract 13-04, #4 in the amount of $361,500.00. Seconded by Joe Weltner.
Unanimously approved.
Motion by Cheri Deener to approve payment
for Contract 13-07, #6 in the amount of $178,934.55. Seconded
by Joe Weltner. Unanimously approved.
Motion by Cheri Deener to approve payment
for Contract 13-06, #2 in the amount of $120,613.50. Seconded
by Joe Weltner. Unanimously approved.
Motion by Cheri Deener to make payments for
Bond Requisition #7 in the amount of $678,290.46. Seconded by Joe Weltner. Unanimously
approved.
§
The
next WWTP progress meeting is scheduled for August 6, 2014 at 3:00 p.m. at the
Evans City Borough Building Community Room, 204B South Jackson Street.
§
HRG
has reviewed the operating conditions of the Callery lift station. The meter
calibration report has been e-mailed to the Authority.
§
Norm
Nelson met with Kevin Wilmot toward moving forward with the Capital Improvements
Plan.
§
The
NPDS permit renewal is due in January, 2015.
§
Discussion
regarding industrial user agreement with BASF.
·
Auditors’ Report: Katie Yates, Dustin
Star and Timothy Morgus of MaherDuessel.
§
Katie
Yates reviewed the 2013 draft audit report,
including:
ü
Auditor’s
responsibilities.
ü
Government
standards.
ü
Accounting
estimates and disclosures.
ü
Auditors
found ECWSA staff very helpful in drafting the audit.
ü
Review
of factors creating a difficult first year audit.
ü
Auditors
are still reviewing some balances and other information for final draft.
ü
This
wasn’t a routine audit. There were more adjustments than is usual for a typical
audit. But given the transition such adjustments were expected.
ü
Made
recommendations for areas to address for future audits.
§
Discussion
regarding the difficulties of ECWSA’s transition and the issues with Tyler
Technologies.
§
Overview
of the draft financial statements by Katie Yates.
§
Overview
of cash and investments.
§
Overview
of capital assets and long term debt.
§
Review
of management letter.
ü
Recommendations
for internal controls and procedures.
ü
Recommendations
for policies and procedures documentation.
ü
Recommendation
to do a physical inventory of fixed assets.
·
Minutes: Review of
minutes from May 28, 2014.
Motion
by Cheri Deener to approve May 28, 2014 minutes as presented.
Seconded
by Joe Weltner. Unanimously approved.
·
Communications: No Report
·
Miscellaneous Business
§
ECWSA
was approved to sell water from fire hydrants. Documents are being reviewed by
engineer and solicitor.
·
Review Bills & Past Due Accounts
§
Discussion
regarding invoice for tire replacement on maintenance truck.
Motion
by Ed Tanski to pay bills as presented.
Seconded
by Cheri Deener. Unanimously approved.
§
Ratification
of insurance policy - Discussion regarding meeting with C.W. Howard Insurance
about ownership of equipment and insurance premium payments.
§
It
was agreed that equipment insurance will be paid in alternating years by the
Authority and the Borough.
Motion
by Joe Weltner to pay invoice for Selective Insurance.
Seconded
by Cheri Deener. Unanimously approved.
·
Committee Reports:
§
Rules & Regulations: No Report
§
Accounts, Transactions & Billing: No Report
§
Budget: No Report
§
WWTP Project: Dan Dow, HRG
üReview of progress at the new sewer
plant. Tank completion by 07-31-2014.
üDiscussion regarding state of repair of
existing sewer plant.
§
Cooperation Committee: No Report
§
Forward Township
üForward Township has formed an Authority.
This Authority was organized at the mandate of the Department of Environmental
Protection. It is an inactive authority.
§
BASF
üAn account has been set up for BASF.
Laura Kamienski has been working with Rebecca Neeley at BASF to organize the
new procedures.
üDiscussion regarding BASF readings and
ECWSA billing software. Readings will be rounded off due to 1000 gallon
increments used in billing software.
§
Website / Public Relations
üConsumer
Confidence Report
ü
The
2013 CCR Report is available on both the ECWSA website and the newsletter
website.
§
Website and Newsletter
ü
The
website and the newsletter are now getting significant hits.
·
Administrative Report: Laura Kamienski
§
Past Due Accounts
ü4 accounts were terminated for
non-payment. Of those, 2 are still off.
üWith the new 6% billing structure there
were $3,148.70 generated in late charges. This amount is in line with the
previous billing structure.
üReview of past due account history
report.
§
Accounts Receivable
üJames Eckstein has agreed to
establishment of a new account. It has been set up and the old account has been
reconciled.
üReview of newly implemented Application
for Sewage Credit and Adjustment Request forms.
§
Accounts Payable
üDiscussion of mail delivery confusion due
to the move. Vendors are receiving change of address notices with payments. Mail
forwarding has been established with the post office.
üTax exempt forms are being sent to
vendors who are still charging us sales tax.
üReview of petty cash reconciliation form.
We need to establish a policy to reimburse petty cash.
§
Delinquent Accounts
üReview of statements from First States Collection
Agency.
§
Miscellaneous Business
üThe billing cards have been updated with
new address and billing codes.
üThe number of payments through eNETPAY is
increasing. Discussion regarding transfers from eNETPAY account to checking
accounts.
üDiscussion regarding how to reconcile GL
to water and sewer cash accounts given that all monies are initially deposited
into the water account. A spreadsheet has been generated to calculate what
water owes sewer each month.
üReview of the new meter reading sheet
procedure for actual read months.
üThe A/C was repaired in the new building.
We need a vacuum.
üDiscussion regarding drop box water leakage.
üCanon Financial requested to be named on
insurance. They have been added to the Borough policy through July 25th
at which time it will transfer to the Authority’s policy.
üDiscussion regarding phrasing of ECWSA
description on the Borough website. Philip Lope has rewritten to reflect the
Authority as an independent entity. Laura Kamienski to submit update to the Borough.
·
Solicitor’s Report:
§
Review
of progress of the transfer of the Pennvest loan from the Borough.
§
Conference
call for Monday at 10:00 a.m. regarding Callery billing options.
·
Public Works Director Report: Ed Tanski
for Norm Nelson
§
Discussion
regarding Dayne Long’s account.
üOverview of the current situation
üThe Authority has offered a payment plan
solution to Mr. Long.
§
Replacement
of pump motor at the plant. The existing plant is in bad repair. The crew is
doing everything they can to keep it running smoothly until the new plant is
ready.
Moved to closed session at 8:02 p.m.
Return from closed session at 8:15 p.m.
Motion by Ed Tanski that the Authority
enter into agreement with Laura Kamienski to pay for her health insurance for a
one year period. This insurance is established by her education institution.
Cost not to exceed $1,900.00, without approval.
Seconded by Cheri Deener. Unanimously
approved.
Motion to adjourn by Cheri Deener to
adjourn.
Seconded by Joe Weltner. Unanimously approved.
Meeting adjourned at 8:16 p.m.
Minutes
Prepared by Laura Kamienski
Cc
Tim Schoeffel, Vito Pilosi, Ed Tanski, Joe Weltner, Cheri Deener, and Philip Lope
