CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

March 20, 2007

 

The 209th meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

 

Present: Chairman Vincent Del Rossi, Treasurer Keith C. Klaver, Secretary Marc S. Altman, and Paul Koch. Not present: Vice Chairman Anthony J. Cutrona.

 

Also in attendance were J. Michael Sheridan, Esquire, Authority Solicitor; Thomas R. Smith, PE, Authority Engineer; Joseph A. Spitko Jr., PE., Asst. Vice President of Spotts Stevens and McCoy; Joseph Dimatteo, representative of DELCORA, Authority Plant Operator; and Mary J. Walter, asst. secretary/treasurer.

 

ANNOUNCEMENTS:

  1. A meeting was held with the Chadds Ford Township Board of Supervisors on March 7 to review the Authority’s finances.
  2. A follow-up letter is due to the DEP in relation to the meeting held in February. The letter is due in 60 days.

 

MINUTES:

The minutes of the February 20, 2007, meeting of the Chadds Ford Township Sewer Authority meeting were approved upon a motion from Mr. DelRossi and seconded by Mr. Altman. Motion carried.

 

RIDINGS WASTEWATER TREATMENT PLANT:

Joseph DiMatteo of DELCORA reviewed the February operations at the plant. He reported that there were 7 violations on the monthly discharge monitoring report; 6 of them were directly related to the inoperable sand filter that was reported at the February meeting. The filter was inoperable most of February. The sand filter has been rebuilt; however, it still is not meeting the expected parameters for operation. A manufacturer’s representative will provide technical support as to how the filter can be brought into specification. All other processes at the plant are meeting parameters. The air compressors at the plant have been replaced.

 

The Authority Board has entered into an agreement with DELCORA to clean, televise and evaluate all pipes and manholes in the system over a five-year period to determine infiltration. DELCORA will use flow meters during the project, rather than televise at night, since flow metering is an enhanced way to determine flow during low flow time periods. The agreement includes changes requested by the Solicitor and Board members. The start date is March 26 in the southern section of the service area, which includes Ridings Boulevard and Ridings Way. There is some concern regarding the decommissioning of septic tanks within this section of the service area. If there are flows indicated from septic tanks, the Authority will pursue this issue further with the

appropriate homeowners. All customers will receive a letter about the project.

March 2007 minutes

Page 2

 

 

Mr. Klaver reminded the Board that a request has been made to the Board of Supervisors to enact an ordinance that would require notification to the Township of homes that are listed for sale, and that when the sale takes place to insure that all payments to the Authority have been made. As well, the DEP has recommended that the Authority request an ordinance that allows for inspection of laterals in homes listed for sale. Garry Paul, BOS representative to the Authority, said that the BOS would consider an ordinance requiring a certificate of compliance for the sewer system at its April meeting.

 

Mr. DelRossi has requested that Richard Jensen, Township Enforcement Office, inspect the plant’s proposed platform access to the sand filter as detailed in drawings provided to the Authority. Discussion centered on if the Board could approve a bid for the project without Mr. Jensen’s inspection since the inadequate access is a safety issue. Mr. Sheridan reminded the Board that if a project is expected to cost more than $10,000.00, it must be open to the public bid process; therefore the Board may approve only up to $9999.99. Of the three bids submitted, only one is below the $10,000.00 threshold. Mr. Altman moved and Mr. Klaver seconded that the Authority Board authorize Mr. DelRossi, subject to a final e-mail approval by the remaining members of the Authority Board, to enter into an agreement with a vendor to be specified to build the access platform for the Ridings plant sand filter in an amount no greater than $9999.00. Motion carried.

 

ENGINEER’S REPORT:

  1. Spotts Stevens and McCoy has prepared an Operations and Maintenance manual for the collection system serving the Ridings WWTP. 

 

  1. SSM has prepared the 2006 Chapter 94 Municipal Wasteload Management Report for submission. The DEP made comments on the 2005 report, asking that those comments be addressed in the 2006 report. Those comments include installing flow meters in the pump stations and possibly connecting them to the SCADA system. Mr. Del Rossi noted that there are no flow meters in Painters Crossing pump station and the Toll pump station. Mr. Smith said normally they are not required unless flows are used as a basis for billing between communities. The DEP may be asking for them based on the perception of an I&I issue. Mr. DiMatteo reminded that the Authority Board can respond that what is being asked for is not feasible or cost-effective because the issues are being addressed through other methods.

 

The expected flows from planned development have been updated from past reports, and the projected flows made current with 217 gallons per EDU, in keeping with tapping fee legislation.  

 

 

March 2007 Minutes

Page 3

 

3. SSM has revised the electric generator description for an onsite transfer switch to use with a transportable generator. A drawing for this equipment has been prepared and can be provided to electrical contractors for pricing. Mr. Klaver asked if the installation of the generator can be deferred to the 3rd or 4th quarter due to funding issues. Mr. Smith recommended that the generator be included in the Corrective Action Plan requested in a letter from DEP dated March 1, 2007. The letter requires the CAP be established within 60 days from the March 1 letter.  A CAP will require a series of tasks and a schedule of implementation to correct plant and collection system deficiencies.

 

Mr. DelRossi asked if the Authority needs to run a generator in an emergency situation, why is a transfer switch needed? Could it not just be hooked up to the main meter? Mr. Smith stated that although Mr. DelRossi’s suggestion is a viable solution, the transfer switch would put loads on line in the proper sequence.

Other items that need to be addressed at Ridings include screening, equalization, and sludge management. Mr. Klaver has suggested that the Board’s response to DEP include any and all efforts that Board has made to already address the issues the DEP has raised. As well, he suggested that if the Authority identifies other issues, the Board suggest to DEP that actions other than what the DEP has suggested were taken. Mr. Smith reminded the Board that there must be a bonified effort to comply with the CAP schedule.

 

4. Turners Mill Wastewater Treatment Plant is in the final punch list stages of construction.  DEP has performed an inspection and is expected to soon issue an Operating Permit. The Estates at Chadds Ford sewers are complete and tested. Only record plans remain to be furnished. The DEP has sent a letter stating that the pump and haul expires April 1. Toll Bros. engineer has suggested that the sewage be run from Chadds Ford Estates to Turner’s Mill as storage for pump and haul and then run the plant every three or four days. Mr. Smith will send a letter to the DEP and to Toll outlining the health and safety and financial ramifications of the proposal. Mr. Smith’s opinion is that that the flows are not sufficient to operate the plant. A meeting has been scheduled for this week with representatives of Toll Bros. and the Township about this issue.

 

SOLICITOR’S REPORT:

  1. Eleven liens have been placed on properties for which full tapping fees have not been paid as part of the Ridge Road Extension 2 project. The properties cannot be transferred until the liens are satisfied.

 

  1. The Painter’s Crossing Condominium Association has requested that Mr. Sheridan prepare an agreement, on behalf of the Sewer Authority, regarding the financing of the $200,000.00 through the Delaware Valley Regional Finance Association for infrastructure costs associated with the Painter’s Crossing

March 2007 Minutes

Page 4

 

connection to the sewer system. Mr. Sheridan stated that typically those who are receiving the funding assistance prepare the loan agreement, so he cannot do so without Board approval.

 

Mr. Klaver noted that the loan agreement must be subject to the Painter’s Crossing Association approval and appropriate collateral; and that it result in no cost and no profit to the Authority. He stated that he does not object to Mr. Sheridan’s preparing the agreement because he is privy to the repayment and collateral requirements of the DVRFA loan, which also must be contained in the agreement with Painter’s Crossing. Mr. Klaver’s expectation is that the cost for Mr. Sheridan to draft the agreement would need to be reimbursed by Painter’s Crossing Condominium Association. Mr. Sheridan will complete the work on behalf of the Sewer Authority and bill the Authority, who in turn will bill Painter’s Crossing Condominium Association.

 

Mr. Altman moved and Mr. Koch seconded that Mr. Sheridan draft the loan and collateral agreements between the Chadds Ford Township Sewer Authority and the Painter’s Crossing Condominium Association with regard to the proposed borrowing by the Condominium Association to fund the sewerage system at the Painter’s Crossing Condominium site up to $200,000.00.

 

Mr. Sheridan noted that the closing on the DVRFA loan is set for March 26, 2007. Mr. Klaver said that the rates for the DVRFA loan still have not been set, but that they currently are better than what was originally expected last November. The drawdown on the loan may occur anytime after March 26.

 

  1. Mr. Sheridan met with John Mezzanote, former Authority Solicitor, regarding the payment of collection fees, tapping fees and interest from users connected to the LAPA project.

 

TREASURER’S REPORT:

  1. The operating income is fairly well in line due to first quarter billings.
  2. Expenses are fairly well in line with what was anticipated. Engineering costs are a little high due to specific projects such as the Chapter 94 report and the O&M manual. The engineer’s Turner’s Mill expenses are billed to the Township.
  3. Under operating maintenance, the costs are reflective of the new agreement with Delcora. Expenses are understated for Delcora due no recording of costs for the March service. All projects have not yet been billed.
  4. The payment schedule for the I&I project in 2007 with Delcora has been renegotiated down from $32,000.00 to between $20,000.00-$22,000.00.
  5. Mr. DelRossi noted that he is discussing with the auditor if any expenses in 2007 and/or 2006 should be moved back to previous years.

 

March 2007 Minutes

Page 5

 

  1. Mr. DelRossi noted that as of April 1, quarterly invoices will be sent through the Quickbooks billing service and that credit cards can now be accepted for payment. The discount is just under 2% and four months free.
  2. Interest of 6% now has begun being charged on unpaid balances of tapping fees.
  3. Mr. Klaver will submit a proposal to the Board in April 2007 for an increase in the non-residential user rate recalculated to 217 gallons per day from 265 per day. The increase would be between 8% and 12%. He suggested the 3rd quarter billing for 2007 include the increase, if approved.
  4. The treasurer’s report and the accounts payable report including ACH payments for the Verizon and PECO accounts, debit card expenses, and bill payment list submitted for approval in the amount of $27069.82 were approved on a motion duly made and seconded (Altman/Klaver).
  5. The Pennvest application will be considered at their April meeting.
  6. The DVRFA loan agreement will include additional covenants regarding accelerated repayment of a portion of the principal if the Authority meets certain internally generated operating cash flow. Any future tapping fees from the Turner’s Mill project will be used to retire the debt. The loan also will allow the Authority to retire any debt.

 

OLD BUSINESS:

 

NEW BUSINESS:

 

PUBLIC COMMENT:

1. The resident of 243 Heyburn Road requested that the easement be removed from his property. Mr. Sheridan will handle this matter.

                       

ADJOURNMENT   The meeting was adjourned at 9:26 p.m.   (Del Rossi/Altman)

 

Respectfully submitted,

 

Mary J. Walter

Asst. Secretary/Treasurer