January 27, 2016 ECWSA Minutes

Evans City Water and Sewer Authority Meeting

27 January 2016 postponed to 3 February 2016

Call to order: The meeting was called to order by Chairman, Tim Schoeffel at 6:01 p.m.

·         Members present: Tim Schoeffel, Ed Tanski, Cheri Deener

·         Others present: Chad Hanley, Philip Lope, Esq., and Laura Kamienski.

Public Session: This meeting was open to the public. 

·         Tammy Ranalli, Survey Tech and Associates: Marburger subdivision in Forward Township, sewage planning.

Motion by Ed Tanski to sign exemption and issue availability of water service letter.

Seconded by Cheri Deener. Unanimously approved.

Minutes: Review of minutes from December 16, 2015.

Motion by Ed Tanski to approve December 16,, 2015 minutes as presented.

Seconded by Tim Schoeffel. Unanimously approved.

Chairman’s Report:

·         Callery has a meeting with their engineers to review system report.

Miscellaneous Financial Business:

·         Monthly Transfers and Construction Fund Transfers $60,150.44

Motion by Ed Tanski to approve monthly transfers as presented.

Seconded by Tim Schoeffel. Unanimously approved.

Motion to amend the motion to approve monthly transfers to add

an additional transfer of $60,150.44, bond proceeds, to sewer savings

account. Seconded by Ed Tanski. Unanimously approved.

·         Fourth Quarter Shared Expenses with the Borough

Motion by Ed Tanski to approve fourth quarter shared expenses as presented.

Seconded by Cheri Deener. Unanimously approved.

Solicitor Report: Philip Lope

·         A meeting to discuss the status of the Mangurten property is scheduled for February 22^nd. Waiting for appraisal.

·         Update regarding LeFevre bankruptcy. It has become a liquidation. We are a general creditor.

·         Banks are approaching us to refinance the bond.

Engineering: Chad Hanley

·         Discussion regarding Chapter 94 preparation.

Motion by Ed Tanski to approve Chapter 94 Report preparation by HRG.

Seconded by Cheri Deener. Unanimously approved.

Review Bills & Past Due Accounts

Motion by Tim Schoeffel to pay bills as presented.

Seconded by Ed Tanski. Unanimously approved.

Committees:

§  Rules & Regulations: Tim Schoeffel

üMet today with Chad Hanley to work on the Rules and Regulations.

§  Budget: No Report

§  Accounts & Transactions: No Report

§  Cooperation Committee: No Report

§  Forward Township Committee: No Report

§  BASF: No Report

§  Website / Public Relations: Laura Kamienski

§  Callery Borough: Tim Schoeffel

Public Works Director Report: Norm Nelson – Written submitted report

·         There were two water leaks in January; one on Mars-Evans City Road, and one on West Main Street.

·         Working on annual water supply report for 2015, which is due at the end of March.

Sewer Plant Report: Martin Fabian – Written submitted report

·         Did two inspection dye tests in January. Both passed.

·         Tom Geishen from Sanitaire is working on the SCADA this week.

·         There were no violations in December.

·         Excelsior Blowers is coming in to remove the blower enclosures.

Administrative Report: Laura Kamienski

ACCOUNTS RECEIVABLE

·         There were $1,544.51 January 1^st and $1,769.27 on February 1^st.

·         Sent out 78 Delinquent Account Notices on January 18^th, 2016 against the December 2015 billing ($780.00 in fees)

·         18 door notices were posted on January 27^th

·         30 administrative fees were applied for shut off payments arriving after deadline. ($750.00)

·         4 accounts were terminated on January 29^th. All have since paid and are back on. ($240.00)

·         There were 45 payments via eNETPAY in January.

·         37 accounts are now enrolled in ACH.

WE BILLED $ 134,198.20 DECEMBER 2015 BILLING

WE BILLED $ 145,490.53 JANUARY 2016 BILLING

AGED RECEIVABLES/CURRENT BILLS DUE 02-29-2016 (Bills were mailed this morning)

Aged Receivables Active Accounts

§  0-30 Days = $ 141,124.69

§  30-60 Days = $ 12,246.22

§  60-90 Days =      $ 866.71

§  90+ Days =         $ 837.08

Total Aged Receivables = $ 155,074.70

Aged Receivables Lien & Inactive Accounts

§  0-30 Days =      $ 1,399.39

§  30-60 Days =    $ 4,419.34

§  60-90 Days =    $ 6,010.89

§  90+ Days =    $  14,367.34

Total Aged Receivables = $ 26,196.96

Updates & Discussion Points:

Ø  Discussion regarding default of Main Street Grille payment plan.

Ø  EDU calculations and letters. Commercial account bills were printed separately with memo about 2016 EDU.

Ø  Joseph Clark is waiting for a reply regarding a payment plan and sump pump.

§  We need to do a re-inspection of the sump pump at property, and install a meter.

§  Discussion regarding working restroom facilities requirements.

§  Discussion concerning paying base rate to maintain taps versus abandoned taps.

§  Proposed payment plan to satisfy back charges within one year.

Ø  An escrow agreement has been received on the Alarcon property and the sale is moving forward. Marty says water is not going into sewer, but it’s not coming out the downstream manholes. He needs a camera. Should we pass it? Ed needs to sign lien release forms.

Ø  We have received an escrow agreement on the Alarcon account. Marty needs to know if we can pass the inspection. He is sure that there is no water going into the sewer system, but can’t tell where it’s going.

Ø  Discussion regarding meter books and read rotation.

Ø  First States contract is now over.

Ø  The 2015 audit is scheduled for April 13-15 and 18-22. We will need to sign the authorization agreement, with the disclaimer addendum.

Ø  The retirement fund is now in place.

Ø  Marty checking into phone systems for fire and SCADA alarms.

Engineering Report: Chad Hanley, HRG

·         The 2015 CEAR was submitted along with final bond requisition.

·         All WTTP contracts are closed. Most of the correction periods are over with the exception of the General Contract, which ends on February 4^th. No issues have been reported

·         HRG has submitted the 12^th quarterly report before its due date of January 30^th We once again asked the COA to be considered complete; a phone call from DEP today indicated that the request was denied. One more report will be submitted and if there are no violations, the COA will be considered as satisfied.

Miscellaneous Business:

§  Discussion regarding financial procedure regulations. Phil reviewing template.

§  Discussion regarding purchasing a truck for the Authority.

Motion by Cheri Deener to adjourn to closed session. Seconded by Ed Tanski. Unanimously approved.

Meeting adjourned to closed session at 7:31 p.m.