CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

 

November 20, 2007

 

 

The 217th meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

 

Present: Chairman Vincent Del Rossi, Secretary Marc Altman, Treasurer Keith C. Klaver, Member at Large Paul Koch,

 

Not Attending: Vice President Anthony J. Cutrona

 

Also attending were J Michael Sheridan, Solicitor; John E. Spitko, Jr., PE, Authority Engineer; and Joseph DiMatteo, Delcora Remote Systems Foreman; and Garry Paul, Chadds Ford Township Board of Supervisors liaison to the Sewer Authority.

 

Chairman Del Rossi called the meeting to order at 7:00 p.m.

 

 

ANNOUNCEMENTS

1.      The disc filter will ship January 31, 2008.

  1. Mr. Klaver reported that he attended a meeting that included representatives of the DEP, Chadds Ford Township, and a local developer. The developer made a request for approval for planning at the meeting. The DEP refused the request for the approval based on issues with the Ridings plant.  DEP also said that the Sewer Authority would receive a draft consent order, which includes the potential for material fines. The DEP officials agreed that some negotiation might be possible based on the Authority’s efforts with the disc filter, I&I, and Delcora’s everyday operations of the Ridings plant. Mr. Klaver also noted that the fines paid could be used for CFTSA projects, if permitted by the DEP. Mr. Paul confirmed Mr. Klaver’s comments.

 

MINUTES:

The minutes of the October 16, 2007 meeting were approved on a motion by Mr. Klaver and a second by Mr. Koch.

 

 

DELCORA REPORT:

Mr. DiMatteo reviewed his written report for the month of October.

1.      The plant still is experiencing low flows overall. The plant performed well during “storm mode” on October 26-27. The true test for the plant will be when the water table rises again.

 

 

 

2.      Chemical use has decreased due to a concurrent decrease in temperature. Consequently, the Authority’s chemical costs should begin to decrease as well.

 

3.      For the first time in 10 months, there were no violations reported. Mr. DiMatteo said there were some “high numbers” at the beginning of November, however. Mr. DiMatteo said the October reports already have been submitted to the DEP.

 

4.      Delcora has cleaned the sand filter more than six times due to leaves blocking the

filter. Chadds Ford Tree Service has completed the tree-trimming and cutting project

at the plant.

 

5.      Mr. DiMatteo estimates that the installation of the new disc filter will take more than two weeks. Combined with the startup time and Delcora’s becoming proficient in the operation of the filter, there is the potential for more violations.

 

6.      There was no sludge hauled in October and there will be none in November. The use of aluminum sulfate continues to positively affect the thickening of sludge. As well, the aluminum sulfate is resulting in a phosphorus measurement that already is below the parameter that will be required in the 3rd year of the new permit.

 

7.      Mr. DiMatteo reported there are no bloodworms in the stream near the outfall, but there is a little buildup near the cascade where the rocks are. He recommends another stream cleaning before the cold weather arrives.

 

8.      Verizon has set up the telephone service review at the Eckman Pump Station as of October 30.

 

ENGINEER’S REPORT:

Mr. Spitko reviewed his written report.

1.      Mr. DelRossi asked Mr. Spitko for his recommendation about the Authority’s signing a master casting agreement.  The agreement allows PennDot to raise manholes when paving. At this time, there is no need to sign an agreement; however, Mr. Spitko recommends that when roads on which the Authority has manholes are going to be paved, an agreement should be signed. The Authority does have the option to hire its own contractor to raise the manholes.

 

2.      Inspections were completed on three of the private wastewater treatment plants in the Township.  The Pantos/Painters Crossing plant was not made available for inspection.

 

3.      A letter was sent to Authority certifying that capacity will be available in the Ridings Plant for the Brandywine Summit Partners II development once the disc filter is installed. Mr. Koch asked if the Authority was committing to a specific date when BSII waste can be accepted.  Mr. Spitko has not designated a date in his letter. Mr. Paul noted that it might be at least year until building begins.

 

 

 

 

4.      Mr. Spitko reviewed the proposals submitted for the operation of the Turner’s Mill plant and provided a summary of the differences between the proposals.

 

 

SOLICITOR’S REPORT:

1.      Mr. Sheridan has not received the design plans for the new Painters Crossing pumping station. He has received adequate documentation regarding the Association’s approval process for the loan. The loan agreement has been signed; however, the assistant secretary/assistant treasurer was directed to wait to release the loan agreement to Painters Crossing until Mr. Sheridan receives the plans.

 

2.      Mr. Klaver reported that Painters Crossing has purchased equipment, is waiting for bids from contractors, and has filed a notice of intent with DEP. Mr. Altman asked if there are plans for the decommissioning of the current pump station as well as for the building of the new pump station. Although the new pump station is not at the same location as the old pump station, Painters Crossing is responsible for the decommissioning. Mr. Altman suggested that the Authority withhold releasing the loan funds until Mr. Sheridan or Mr. DelRossi receives the plans.  The Board agreed. On a motion from Mr. Klaver and a second by Mr. Altman, the Board approved the processing of the check for Painters Crossing for the amount of the loan proceeds in advance of the plans being received [so signatures may be affixed by two Board members]; and affirmed that the check is not to be delivered to Painters Crossing until the plans for the new pump station are received by either Mr. Sheridan or Mr. DelRossi.

 

3.      The current owner of HR0205 phoned Mr. Sheridan to acknowledge receipt of the Authority’s letters and to discuss the debt owed. Apparently there are some matters with the decedent’s/previous owner’s will that must be resolved.  Mr. Sheridan advised that the Authority could execute a lien.  The Board agreed to do so.

 

4.      The owners of RD0015 have filed for bankruptcy.  A meeting of creditors has been scheduled.

 

5.      Mr. Sheridan outlined the exceptions to the bid process as they related to the operations contract for the Turner’s Mill plant. He noted that a “pure” exception to the process is if an agreement for a service is with another municipal authority. The other exception is dependent upon what the “service” is that is expected.  In Mr. Sheridan’s opinion, the operations contract for Turner’s Mill meets the definition of professional services and would be exempt from the bid process.

 

TREASURER’S REPORT:

    1. Mr. Klaver noted that the financial statements are based on three months worth of income (for the last quarter of 2007) and only one month of expenses.

 

 

    1. Accounts payable are high due to the balance due to Siemens for the disc filter.

 

    1. Mr. Klaver would like to determine a method to make a partial repayment of the Sovereign loan by next spring.

 

4.   On a motion from Mr. Klaver and a second from Mr. Altman, the Treasurer’s report was accepted and payment was authorized for: $13,408.40 for monthly bills; $1799.31 for ACH; $1591.00 for October payroll; $68.18 for QuickBooks expenses; and $327.73 for debit card purchases.

 

OLD BUSINESS:

1.      Mr. DelRossi reported that George Golden of Aqua Wastewater is identifying and inspecting the Ridings properties with septic or holding tanks. Mr. Golden installed the original tanks and may have the original plans. Property owners received a letter notifying them of the inspection.  The Board will need to decide how to deal with the removal/decommissioning of the tanks. By ordinance, the property owner is responsible for doing so. 

 

 

NEW BUSINESS

1.      The Board again discussed the possibility of implementing a two-tier rate structure for non-residential customers using the Ridings Plant. Mr. Klaver noted that some of the non-residential users are billed for one (1) EDU, but use significantly less water than the estimated average of 217 gallons per day; and use less water than some other non-residential and residential users. Mr. Altman asked that if the Authority acknowledges that some users are using less than an EDU, will doing so obligate the Authority to recalculate rates. Mr. Spitko and Mr. Sheridan noted that rates need only be “fair and equitable.”

 

Mr. Sheridan reminded the Board that under the law, rates and different classifications of users are judged on 1) whether there is a rational basis for the classification and are rates uniform within that classification and 2) are the rates reasonable for the services provided. 

 

Mr. Koch stated he believes in the concept of a two-tier system, but that more information is needed before deciding. He asked if it is possible to bill all users based on water usage. The Board discussed the requirements for determining water usage since not all users have public water service.

 

Mr. Klaver proposed a resolution that would establish a flat rate for non-residential users using 3000 gallons of water or less per quarter; and a variable rate for non-residential users using more than 3000 gallons of water per quarter. The Board considered the resolution and made minor changes, but tabled the matter until the December meeting. Mr. Paul noted that the Board of Supervisors had reviewed Mr. Klaver’s resolution and would enact the terms of the resolution for the Turner’s Mill users should the Authority Board enact them for the Ridings Plant users.

 

 

The Board agreed that for the January 1, 2008 billing, the Ridings Plant non-residential users would be billed based on water usage, in accordance with the provisions of the new resolution if adopted. The January 1, 2008 non-residential billing will reflect a final adjustment for 2007 as some bills were based on estimated water usage rather than actual water usage.

 

2.      The Board reviewed two proposals and Mr. Spitko’s analysis of those proposals for the operation of the Turner’s Mill plant. The main issues considered were the costs for extra visits by the plant operator, the amount and types of insurance provided by the operator, and the value of use of the SCADA system for plant monitoring. Mr. Spitko was asked to provide clarification of some of the terms outlined in both proposals. Mr. Sheridan was asked to review the executed Ridings contract. The Board will continue discussion at the December meeting.

 

3.      Mr. Klaver announced that the Township would assume the sewer treatment responsibility for the Estates at Chadds Ford properties effective December 1, 2007. To operate the Turner’s Mill plant, 30,000 gallons of flow is necessary. The proceeds from the Turner’s Mill residential users fees will be applied to the pump and haul costs until the Turner’s Mill plant receives adequate flows.

 

4.      Mr. Klaver suggested that the Authority send a request for proposals for the position of Authority Engineer.  The requirements for the position will change when the Authority assumes responsibility for the Turner’s Mill plant. The Board agreed.

 

 

PUBLIC COMMENT:

None              

 

ADJOURNMENT  

The meeting was adjourned at 10:09 p.m. on a motion by Mr. DelRossi and a second by Mr. Altman.

 

Respectfully submitted,

 

Mary J. Walter, asst. secretary/asst. treasurer