Evans City Water and Sewer Authority Meeting
25 February 2015
·
Call to order: The meeting was
called to order by Chairman, Tim Schoeffel at 6:01 p.m.
·
Members
present: Tim Schoeffel, Vito Pilosi, Ed Tanski, Cheri Deener, Joe Weltner.
·
Others
present: Philip Lope, Esquire, Chad Hanley, HRG, Dean Zinkhann, Mayor, Laura
Kamienski, and Martin Fabian.
·
Public Session: This meeting was open to the
public.
·
Minutes:
Review of minutes from January 28, 2015.
Motion
by Cheri Deener to approve January 28, 2015 minutes as presented.
Seconded
by Vito Pilosi. Unanimously approved.
·
Review Bills & Past Due
Accounts
§
Review
of accounts payable.
Motion
by Ed Tanski to pay bills as presented.
Seconded
by Joe Weltner. Unanimously approved.
·
ACCOUNTS RECEIVABLE
§ There were $3,333.06
in 6% late charges generated on
February 3rd.
§ Sent out 65 Delinquent Account Notices against the
December billing ($650.00 in fees)
ü There were 18 accounts scheduled for shut off on
February 24th. Norm went door to door trying to urge payments
because of the cold weather, and we cancelled shut offs.
ü Discussion regarding accounting procedure for notice
and termination fees.
§ All accounts that were scheduled for shut off have a
fee added to the account. Fee to remain on accounts per Authority.
§ Discussion regarding software limitations and
confusion about past due balances on bills.
§ The delinquent/shut off notices have been redesigned
to help alleviate confusion.
§ Discussion regarding posting 24 hour door notices for
shut offs.
§ Try this for one month per Tim Schoffel.
§ There were 36 payments via eNETPAY since the last
meeting.
ü Northwest Bank recommends we stay with eNETPAY.
·
AGED RECEIVABLES
Aged Receivables (Less Callery Borough)
§ 0-30
Days = $55,211.18
§ 30-60
Days = $ 1,588.44
§ 60-90
Days = $ 385.08
§ 90+ Days = $ 1,340.65
§
Total = $58,525.35
Callery
§ 0-30
= $20,010-70
§ 30-60
= $ 8,402.47
§ 60-
90 = $10,366.00
§ 90+ = $24,759.08
§
Total = $63,538.25
Total
Aged Receivables = $122,063.60
·
Miscellaneous Updates:
§ The construction electric account has been transferred
to the Authority. Premier Energy has transferred the Champion Electric contract
from the old to the new sewer plant.
§ Paychex is now in place.
§ Sent out 150 incorrect checks/mailing letters.
§ We are working to open all A/P vendor accounts in the
Authority’s name.
§ Sent an invoice for CWM water plant Borough charges in
the amount of $3,013.10.
ü Discussion regarding when the Borough should assume
responsibility for these bills.
§ Per Authority, calculate these charges back through
2013.
·
For
Review:
§
Discussion
regarding Inspection/Dye Testing forms and procedures.
§
Proposal
to adopt Resolution of the Authority, establishing the requirement that the
sale of property cannot occur without sufficient proof of compliance that storm
water collections systems are not emptying into the sewer system. There are
fees and forms associated.
ØInspection Only - $ 75.00
ØDye Test Only - $150.00
ØInspection and Dye Testing - $200.00
§
Lien
letters not to be issued until after inspection and compliance.
Motion
by Vito Pilosi to accept the inspection and dye testing resolution as outlined.
Seconded
by Joe Weltner. Unanimously passed
§
Discussion
regarding ACH debit for customer payments. Authority would like to see a
proposal to determine cost.
§
Checks
have been ordered for new Northwest Account.
§
Discussion
regarding a dedicated domain name for Authority.
ØEd Tanski proposes
ecauthority.com
ØLaura Kamienski to research web
hosts.
§
Savings
Accounts Transfer to Northwest
ØDiscussion regarding savings
account to be transferred to Northwest Bank.
ØThere are currently two accounts
open at Northwest: ECWSA checking and eNETPAY savings.
ØAdditional accounts to be
transferred:
ü
Water
System General Reserve Fund – Water Savings
ü
Water
System Water Line Replacements Fund - Savings
ü
Sewer
System General Reserve Fund – Sewer Savings
ü
Sewer
System Callery ERF Fund – Savings to stay at Nextier for now.
§
Workers
Compensation Insurance proposal C.W. Howard.
Paychex is unable to offer a proposal.
ØThrough Selective Insurance
$4,190.00
ØTo be reconciled on an annual
basis.
Motion
by Vito Pilosi to approve C.W. Howard proposal for workers compensation
insurance through Selective Insurance at the
first annual cost of $4,190.00
Seconded by Ed Tanski. Unanimously approved.
§
Discussion
regarding seasonal billing of the Yasko sprinkler account and the Zimmerman Ice
Cream Shop account.
ØBill the Yasko account: $5.00
customer charge and usage only.
ØZimmerman’s requests seasonal
billing since they are only open in the summer.
ü
The
EDU charge is determined by averaging an entire year’s usage. There is no
provision for averaging a partial year.
§
Discussion
regarding the possibility of holding additional monthly meetings until the
sewer plant construction is completed.
§
Discussion
on altering properties from one residence to two or two to one.
ØA work order must be placed for
each property change.
ØAll meter removals must be
performed by us.
ØCharge service/work order fee.
·
Committees
§
Rules & Regulations: No
Report
§
Budget: No
Report
§
Accounts & Transactions: No
Report
§
New Sewer Plant Project: Cover
in Engineer’s Report
§
Cooperation Committee: No
report.
§
Forward Township Committee: Cheri Deener
ØForward Township has responded
via letter stating that the cost is prohibitive.
§
BASF: Vito Pilosi
ØBASF requested a copy of our
Rules & Regulations. Vito Pilosi forwarded the Borough ordinances to BASF.
Until we have completed our Rules & Regulations these are what we are
under.
§
Website / Public Relations: No
Report
§
Callery Borough: Closed Session
·
Public Works Director Report: Tim
Schoeffel for Norm Nelson
§
There
was a water break on Railroad Street.
§
One
home was shut off at the owner’s request.
§
Talked
to Sam Smith about using the Main Street hydrant to fill trucks.
§
Copy
of water flows for 2014.
§
Working
on the annual water reports
§
Received
occupancy permit for Breakneck water project.
§
Needed
to purchase 100 feet of roll up 2” gas line that was torn up for the Breakneck
water project.
§
Discussion
regarding grit disposal at sewer plant.
·
Solicitor’s Report: Philip Lope
§
Move
to executive session for discussion regarding Callery law suit.
Vito
Pilosi Motion by Vito Pilosi to authorize the Authority Chairman to sign
memorandum of understanding in the form presented. Seconded by Ed Tanski.
Unanimously accepted.
·
Engineering Report: Brad Elder, HRG
§
SR
3015 culvert replacement waterline design is completed.
§
Discussion
regarding execution of PennDOT agreement to prepare 50% reimbursement agreement
for project, approximately $43,000.00. PennDOT will be bidding the project this
spring.
Motion
by Cheri Deener to authorize the Authority Chairman to sign
Resolution
authorizing PennDOT to prepare the reimbursement agreement.
Seconded by Ed Tanski. Unanimously
approved.
§
Breakneck
Creek Water Line Project
ØPipeline is working on the
project. The Authority is overseeing.
·
WWTP Construction Project Update
§
Discussion of problems at new
sewer plant
ØDecanters installation is
defective and unacceptable. Waiting for response from Xylem.
ØBlower Room equipment
accessibility. Limited accessibility poses a serious safety hazard. Change to
equipment was not authorized before installation. Problem could have been
resolved before installation.
ØGrit System will not pull grit up
due to manufacturer delay for explosion proof part delivery. The system should
have been explosion proof to begin with.
ØUV Pad Design: When #1 decanter
is in operation there is a surge. The UV system can’t keep up with the surge.
·
WWTP Project Bond Requisition #15
§
Contract
13-08, Pipeline Systems, Inc. application for payment #12 - $ 55,958.58
Motion
by Vito Pilosi to accept application for payment #12, Contract 13-08 in the
amount of $55,958.58. Seconded by Joe Weltner. Unanimously approved.
§
Contract
13-09, Reno Bros. application for payment #6 - $ 19,829.22
Motion by Vito Pilosi to accept
application for payment #6, Contract 13-09 in the amount of $19,829.22. Seconded by Joe Weltner. Unanimously approved
§
Contract
13-10 Penn-Ohio application for payment #9 - $ 80,362.87
Motion by Vito Pilosi to accept
application for payment #9, Contract 13-10 in the amount of $80,362.87. Seconded by Joe Weltner.
Unanimously approved
§
Total
for Bond Requisition #15 (which
includes HRG invoice 103231 for $21,838.81) - $177,989.48
Motion by Vito Pilosi to approve
Bond Requisition #15 as outlined.
Seconded by Joe Weltner.
Unanimously approved.
Motion
Vito Pilosi to hold delivery of Requisition #15 payments until a satisfactory
engineer, contractor, authority meeting has been held. Seconded by Ed Tanski.
Unanimously approved.
·
WWTP Project Change Orders:
ØContract 13-08, Pipeline Systems,
Change Order #8 – $2,645.00
ü
Insulation
on decanter lines.
Motion by Vito Pilosi to approve Contract
13-08, Pipeline Systems Change Order #8.
Seconded by Joe Weltner.
Unanimously Approved.
·
COA
Ø
8th
quarterly report was submitted on January 29th.
Ø
WWTP
began receiving flow on February 2nd.
Ø
Schedule:
in operation by March 31st.
·
Discussion
on Engineering Retainer, which will be held at the same rate.
·
Other Business:
§
Discussion
regarding implementation and procedures for purchase orders and requisitions.
§
Purchase
orders must be submitted for purchases outside of normal day to day operations.
§
Blanket
purchase orders for day to day operations with budget amounts. Anything over
budget to require a separate purchase order.
§
Discussion
regarding plant phone purchase. And cell phone / or cell phone reimbursement
for Martin Fabian. Martin to research his plan for discussion.
Motion
by Vito Pilosi to approve the DBS Communications quotation for the
new
phone at the sewer plant. Seconded by Cheri Deener. Unanimously approved.
Motion to adjourn by Cheri
Deener. Seconded by Tim Schoeffel. Unanimously approved.
Meeting adjourned 8:40 p.m.
Minutes Prepared
by Laura Kamienski
Cc Tim
Schoeffel, Vito Pilosi, Ed Tanski,
Joe Weltner, Cheri Deener, and Philip Lope
