OCTOBER 29, 2014 ECWSA MINUTES

Evans City Water and Sewer Authority Meeting

29 October 2014 & 13 November 2014

·         Call to order: The meeting was called to order by Chairman, Tim Schoeffel at 6:03 p.m.

·         Members present: Tim Schoeffel, Ed Tanski, Cheri Deener, and Joe Weltner.

·         Others present: Philip Lope, Esquire. Chad Hanley, HRG. Laura Kamienski, Office Manager.

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

·         Minutes: Review of minutes from September 24, 2014.

Motion by Ed Tanski to approve September 24, 2014 minutes as presented.

Seconded by Joe Weltner.  Unanimously approved.

·         Solicitor’s Report:

§  The Borough Pennvest loan transfer closing is scheduled for 12/09/2014.

§  Resolution to authorize signatures relating to the loan transfer.

Motion by Joe Weltner to approve the resolution authorizing Tim Schoeffel

and Laura Kamienski to execute documents pertaining to the

Pennvest loan transfer on behalf of the Authority

Seconded by Ed Tanski.  Unanimously approved.

§  Discussion regarding BASF agreement revisions legal review.

·         Communications:

§  Introduction of Chad Hanley of Herbert Rowland and Grubic. Chad is now the Authority’s Consulting Engineer.

·         Chairman’s Report:

§  An agreement regarding 2014 Shared expenses with the Borough has been ironed out.  Invoices for the first three quarters of 2014 have been forwarded to the Authority.

§  In future quarterly statement will be issued by the Borough office.

§  Review of the new shared expenses agreement terms and percentages.

§  Discussion regarding budget discrepancy resulting from errors from the old billing system software, which over reported revenue.

§  Discussion regarding Public Works Department dump truck purchase. The Authority will be paying an hourly rate for use of the truck when it is used for water or sewer purposes.

§  Discussion regarding notice to residents regarding upcoming rate increases. These increases will need to be formalized before notifications are sent.

§  Discussion regarding a press release about the new sewer plant and other issues surrounding the rate increases.

·         Review Bills & Past Due Accounts

§  Review of accounts payable

üDiscussion regarding fire hydrant anti-freeze invoice.

üDiscussion regarding James Shaffer boot purchase and Borough safety regulations.

Motion by Ed Tanski to pay bills as presented.

Seconded by Joe Weltner.  Unanimously approved.

§  Review of past due accounts and outstanding receivables.

·         Committees

§  Rules & Regulations: No report

§  Budget

üWater side of the budget is moving forward.

üNeed to schedule a meeting to start the sewer side.

§  Accounts & Transactions:

üLaura Kamienski is now bonded and will be added to the Authority’s bank accounts as soon as possible.

§  New Sewer Plant Project

üThings are moving along at the construction site.

üA letter has been sent to the D.E.P. asking for an extension due to Mid-Atlantic’s construction delays.

üThe other contractors are doing their best to work around the delays in an attempt to meet original deadlines.

üThere has only been one change order to date.

üDiscussion regarding sewer plant operator training schedule and procedures.

§  Cooperation Committee: No report

§  Forward Township Committee:

üCheri Deener is working with Mr. Wilson regarding issues with D.E.P. and septic systems.

§  BASF

üBASF has returned the agreement with comments. Will now be reviewed by Philip Lope and Chad Hanley.

§  Website / Public Relations:

üDiscussion regarding the possibility of holding an open house at the new sewer plant.

üDiscussion regarding safety gear for public tours.

üDiscussion regarding Callery’s flow meter calibration for 2015.

·         Sewer Tap Application:

§  Discussion and review of Graf Construction sewer tap application for 241 Margaret Avenue.

Motion by Ed Tanski to approve sewer Graf Construction sewer tap application for 241 Margaret Avenue.  Seconded by Cheri Deener. Unanimously approved.

·         Administrative Report: Laura Kamienski

§  Review Past Due Accounts

ü62 Shut off notices were sent on October 16^th, against August’s billing.

ü17 accounts were terminated on October 28^th. 3 accounts remain off.

ü$4,547.47  in late charges were generated on October 1^st

üThere were 22 payments made via eNETPAY since the last meeting.

ü$5,105.99 was transferred from eNETPAY to the water checking account for quarterly transfer.

§  Security badges do exist for the maintenance staff.

§  The new building sign has been installed.

§  Discussion regarding First Energy RTO invoice.

§  Discussion regarding possible fee for rental properties. Two codes: Owner Occupied Customer Charge and Tenant Occupied Customer Charge.

§  Discussion regarding Dayne Long property.

üMeter is still registering usage even though the water is turned off.

üNorm Nelson has inspected the property for leaks or other problems.

üScheduling another inspection with engineer to find problem.

§  Discussion regarding Christmas holiday office hours.  The office will be closed on December 25^th and 26^th.

·         Public Works Director Report: Norman Nelson

§  Review and comparison of flows from January through September 2014 with bulk water purchase.

§  The bottled gas tanks have been picked up by Progas. They have interest in purchasing the generator.

§  Norm Nelson and Mark Nasky will participate in Distribution Testing on November 9^th in Williamsport, PA.

§  Norman Nelson has been called for jury duty November 7^th .

·         Engineering Report: Chad Hanley, HRG.

§  Working with PennDOT on emergency interconnect. Will bid as part of PennDOT project.

§  There was a progress meeting. A schedule is being prepared to meet completion deadline. D.E.P. has been notified about possible delays.

§  WWTP Project Bond Requisition #11

üContract 13-01, Pipeline application for payment #3 - $28,454.34

üContract 13-07 Centrisys application for payment #8 - $150,439.74

üContract 13-08 Pipeline application for payment #8 - $298,938.88

üContract 13-10 Penn-Ohio application for payment #5 - $102,009.27

üTotal for Bond Requisition #8 (which includes HRG invoice 101230 for $20,378.45) - $604,727.95

Motion by Ed Tanski to approve Bond Requisition #11 payments as outlined.

Seconded by Joe Weltner. Unanimously approved.

·         Review of draft sewer rate analysis. The 2015 rate projection is below original projections, but is still a significant increase.

·         Meeting with Adrienne Vicari of HRG to review rate studies scheduled for November 13^th at 6:00 pm.

·         HRG recommends proceeding with Phase B of water system rate study.

Motion by Cheri Deener to approve HRG proceeding with Phase B of Water System Rate Study. Seconded by Ed Tanski. Unanimously approved.

·         Discussion regarding proceeding with a Tap Fee Study. Tim Schoeffel recommends undertaking the study. HRG estimates $3000.00 for study.

Motion by Ed Tanski to approve HRG Tap Fee Study.

Seconded by Joe Weltner. Unanimously Approved.

·         Discussion regarding capital improvement plan using any monies left over from the bond issue.

Motion by Cheri Deener to reconvene meeting on November, 13 2014 at 216 Wahl Avenue. Seconded by Ed Tanski. Unanimously approved.

Meeting reconvened November 13, 2014 6:00 p.m.

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

·         Others present: Laura Kamienski, Office Manager.  Adrienne Vicari, Chad Hanley and Kiana Tralongo of Herbert Rowland and Grubic.

·         Discussion regarding current water rate and tap in fee studies.

Meeting adjourned 7:55 p.m.

Minutes Prepared by Laura Kamienski

Cc Tim Schoeffel,  Vito Pilosi,  Ed Tanski,  Joe Weltner,  Cheri Deener,  and Philip Lope