Wednesday, March 25, 2015

MARCH 25, 2015 ECWSA MINUTES

Evans City Water and Sewer Authority Meeting
25 March 2015

·         Call to order: The meeting was called to order by Vice Chairman, Ed Tanski at 6:09 p.m.
·         Members present: Ed Tanski, Vito Pilosi III, Cheri Deener, Joe Weltner. Absent Members: Tim Schoeffel
·         Others present: Brad Elder, HRG, Dean Zinkhann, Mayor, Laura Kamienski, Norman Nelson and Martin Fabian.     

·         Public Session: This meeting was open to the public. 
§  Sara Scarpino – Discussion with Authority regarding 2015 rates.

·         Minutes: Review of minutes from February 25, 2015.

Motion by Joe Weltner to approve February 25, 2015 minutes as presented.
Seconded by Vito Pilosi, III.  Unanimously approved.

·         Communications Report: No Report

·         Chairman’s Report: No Report

·         Review Bills & Past Due Accounts
§  Review of accounts payable.
ØDoor notices for past due accounts has significantly reduced shut-offs.
Motion by Joe Weltner to pay bills as presented.
Seconded by Cheri Deener. Unanimously approved.

·         Administrative Report 
§   ACCOUNTS RECEIVABLE
§  There were $4,683.12 in 6% late charges generated on March 1st. $3,655.34 was against Callery’s account.
§  Sent out 81 Delinquent Account Notices on March 16th against the February billing ($710.00 in fees)
§  We posted 45 door notices on March 21st.
§  1 account was terminated on 3-25-15. 1 was already off. ($120.00 in fees)
§  There were 41 payments via eNETPAY since the last meeting.

§  AGED RECEIVABLES
Aged Receivables (Less Callery Borough)
§   0-30 Days = $35,226.10
§   30-60 Days = $ 1,116.34
§   60-90 Days = $ 302.91
§   90+ Days = $ 1,107.03
§ Total = $37,752.38



Callery
§ 0-30 = $17,685.62
§ 30-60 = $ 20,010.70
§ 60- 90 = $ 8,402.47
§ 90+ = $23,125.08
§ Total = $69,223.87

Total Aged Receivables = $106,976.25

·          Administrative Updates and Items for Review:
§  Vacation Request – Laura Kamienski, May 18 through May 22, 2015. Returning to work on May 28, 2015 due to Memorial Day Holiday.

Motion by Cheri Deener to approve vacation from May 18 through May 22, 2015 for Laura Kamienski. Seconded by Joe Weltner. Unanimously Approved.

§  Discussion regarding separating Authority vendor accounts from Borough vendor accounts
§  2013 CWM charges for the Borough have been calculated and an invoice for $2,453.00 has been sent.
§  The Northwest Bank check scanner is now installed and working well. The transition is going smoothly.
§  No deposits are being made to Nextier Bank. We will be ready to close the Nextier accounts within the month.
§  The sewer plant telephone has been installed, extension #4. There are some issues with the fax machine line and the plant line. Laura will contact DBS concerning this issue.
§  Discussion regarding the phone system in general.
ØWill not go to voicemail when phone is busy.
ØCannot answer Norm’s extension in the garage.
§  A system has been put in place for the inspection and dye testing process.
ØUsing three possible fees is problematic. Proposal to have one standard fee for inspection/dye testing fee.
ü  Discussion regarding fee. Authority would like one fee. Need to discuss with Phil Lope for a new resolution.
§  Northwest Bank savings accounts are ready for signature.
§  eNETPAY will be deposited to Northwest Bank account beginning on April 1, 2015.
§  C.W. Howard Insurance sent the 2015 renewal for liability insurance at the same cost as last year.

Motion by Vito Pilosi, III to approve C.W. Howard proposal for renewal of liability
 insurance. Seconded by Ed Tanski. Unanimously approved.

§  Discussion regarding unemployment compensation withholding with Paychex. Paychex recommends electing a status of “reimbursable”.

Motion by Cheri Deener to elect a reimbursable status for unemployment compensation.
Seconded by Vito Pilosi, III. Unanimously approved.

§  Discussion regarding previous billing issue with Utility Billing. Tyler Technologies replied that correcting this issue would be a customized modification. She will submit to their programming department for review and provide us with a quotation.
§  AC H proposal from Northwest Bank.
ØCost will be 10.00 per batch (can adopt one or two batches per month.) and 10.00 for Advanced Internet Banking. They will not charge us any transaction fees.
ØCustomers have requested this service due to the delay of bank checks reaching us.

Motion by Vito Pilosi, III to approve ACH service through Northwest Bank, using two batches.
Seconded by Joe Weltner. Unanimously Approved.

·         Committees
§  Rules & Regulations: No Report
§  Budget: No Report
§  Accounts & Transactions:
ØNorthwest Checks and accounts will be in full action on April 1st.
ØDiscussion regarding regular transfers to savings accounts.
ØDiscussion regarding completion of budget.
ØDiscussion regarding holding money for semi-annual bond payment. Consult with HRG.
§  New Sewer Plant Project: Ongoing.
§  Cooperation Committee: No Report
§  Forward Township Committee: No Report
§  BASF:
ØBASF’s legal department is reviewing
§  Website / Public Relations:
ØLaura Kamienski is working on Spring Newsletter, electronic edition.
ØCheri Deener is working on an article about EDU charges.
ØDiscussion regarding webhosting.
ØDiscussion regarding online billing for customers.
§  Callery Borough: No Report

·         Sewer Plant Report: Martin Fabian
§  Update on contractor’s progress on plant issues.
§  Discussion regarding new plant flows.
§  Discussion regarding the process of taking old sewer plant offline.
ØPenn Power work order has been placed to remove transformers.
§  Report on sludge removal from old plant. Marty contacted State Pipe to bring in vacuum truck.

·         Public Works Director Report: Norm Nelson
§  Discussion regarding water line break near the school. A customer’s basement was flooded. Norm inspected the basement. Philip Lope has been contacted.
§  Discussion regarding Hill Street water tank leak, draining and repair.
§  Chapter 94 report is completed.
§  There was one violation last month due to the sewer plant transition.
§  Chad Henley is getting us a copy of the sewer plant discharge permit.

·         Engineering Report: Brad Elder, HRG
§  SR3015 Water line Project: Requested documentation has been submitted to PennDOT.
§  Pipeline waterline replacement is completed and inspected, with the exception of some seeding and mulch.
Ø 
·         WWTP Project Bond Requisition #16

§  Contract 13-03, John Meunier application for final payment - $ 9,971.85

Motion by Vito Pilosi, III to approve application for final payment for Contract 13-03 in the amount of $9,971.85 Seconded by Joe Weltner. Unanimously approved.

·         WWTP Project Change Orders:

ØContract 13-08, Pipeline Systems, Change Order #9 – $3,085.62
ü  Rotate 18” T on SBR tank one. Adjust to prevent flow damage.
ü  This work needs to be done to move forward. There will be a future discussion regarding reimbursement for this work

Motion by Vito Pilosi, III to approve Contract 13-08, Pipeline Systems Change Order #9.
Seconded by Ed Tanski. Unanimously Approved.

ØContract 13-08, Pipeline Systems, Change Order  – $8, 602.05
ü  Automatic overhead door openers.

Change order request tabled until next meeting.

ØContract 13-08, Pipeline Systems, Change Order #10 – $205,000.00
ü  Breakneck water line to sewer plant.

Motion by Vito Pilosi, III to approve Contract 13-08, Pipeline Systems Change Order #10.
Seconded by Joe Weltner. Unanimously Approved.

·         Per Authority, release of remaining held payments from Requisition #15.

Motion by Vito Pilosi, III to approve Requisition #16 (including HRG invoice 103665 in the amount of $22,685.04) in the amount of $34,008.56. Seconded by Joe Weltner. Unanimously approved.

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

 Meeting adjourned 8:23 p.m.

Minutes Prepared by Laura Kamienski

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