CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

 

April 20, 2004

 

The 176th  meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

 

Present: James J. Murray, Chairman, Vincent Del Rossi, Vice Chairman, John Spoehr, Secretary, Anthony J. Cutrona, Treasurer and Paul Linsen.  Also in attendance were John J. Mezzanotte, Jr., Esquire, Angelika B. Forndran, PE, Thomas R. Smith, PE, Garry Paul, CFT liaison, and Sabina J. Taylor, Secretary/Treasurer.

 

The meeting was called to order at 7:00 p.m. by James Murray, Chairman

 

ANNOUNCEMENTS:

1.                  A workshop session was held this afternoon with several members of the Sewer Authority and Garry Paul to gather information for the grant application.  

 

2.                  Chairman Murray extended best wishes to Angelika B. Forndran, PE, who is leaving the firm of Spotts, Stevens and McCoy, Inc., engineers for CFTSA, and is taking a position with another engineering firm.  Chairman Murray then introduced Thomas R. Smith, PE, of Spotts Stevens and McCoy, Inc. who will be replacing Ms. Forndran as Sewer Authority Engineer.  In response to a request by Chairman Murray, Mr. Smith gave a brief summary of his background noting he is a Penn State graduate with a degree in Civil Engineering and has extensive experience in water and wastewater management.   Responding to a question from Chairman Murray, Mr. Smith noted his experience with Dutchland Wastwater Treatment Systems.  

 

PUBLIC COMMENT:

            Anthony Pileggi, of Parkside Associates, said he wanted the Authority to know that all previously made recommendations and suggestions made by Ms. Forndran and Mr. Smith are to be put on revised plans which will be submitted to the Sewer Authority about a week or so before the next Sewer Authority meeting.

 

MINUTES:

            There being no additions or corrections, the minutes of the March16, 2004 Chadds Ford Township Sewer Authority meeting were unanimously approved on a motion duly made and seconded (Spoehr/Del Rossi).

 

TREASURER’S REPORT:

The Treasurer’s Report was read.  Account balances were reported as follows:

           

            General Fund Account

                       

                        Beginning Balance                                                                                    $7,647.12                       

                        Receipts                                                                                                     58,170.05

                        Balance                                                                                                $65,817.17

            PLGIT/Plus Account - Tapping Fee Account

                        Beginning Balance                                                                                    $385,804.41

Receipts - Transfer from Wachovia                                                              21,783.20

                                         Dividends                                                                                     873.03

                                                                                                                                                        $408,460.64

                        DVRFA Semi-annual Loan Payment 4/15/04                         48,183.75

                        Balance                                                                                                $360,276.89

 

            Ridings Operating Account - Wachovia

                        Beginning Balance                                                                                       $1,000.00

                        Receipts                                                                                                  -------.---                       

                        Balance                                                                                                $1,000.00

 

            PLGIT Account - ROA

                        Beginning Balance                                                                                                $30,058.08

                        Transfer from Wachovia General Fund                                                43,033.97

                        Dividends                                                                                                    22.48

                                                                                                                                    73,114.53

                        Air Survey, previously approved - paid 3/22/04                        4,851.00

                        Balance                                                                                                $68,263.53

 

            Mongiovi Escrow Account

                        Beginning Balance                                                                                        $15,291.71

                        Interest                                                                                                           11.72

                        Balance                                                                                                $15,303.43

 

Mrs. Taylor reported:

 

1.                  DVRFA Loan Payment - It was explained that the invoice for the payment in the amount of $48,183.75 was paid as presented.  It included an administrative fee of $472.50.

 

2.                  2002 Audit - The audit has been completed and Mr. Cutrona will distribute bound copies of the financial statements to all board members.

 

3.                  Aerial Survey of RRE Area - This invoice was paid on March 22, 2004 because there was a 2% discount of $99 if paid within 15 days of the invoice date.  The invoice amount was as stated in the previously approved and signed proposal.  After consulting Chairman Murray and Mr. Mezzanotte, Mrs. Taylor paid the invoice.

 

4.                  Tremonte Escrow Request - There has been no response to the request for escrow.  Mr. Smith was advised to stop work on this project until the escrow is received.

 

5.                  St. Cornelius School Meter Calibration - There has been no response regarding the re-calibrating of the meters as required.   Chairman Murray suggested that he might have to contact them due to recent changes in personnel.

6.                  SSM Invoice for Act 537 Support - This invoice from Spotts, Stevens and McCoy in the amount of $752.25 for preliminary design work for the CFV WWTP and RRE Phase 2 is to be reviewed and, if found appropriate, signed and passed on to CFT for payment

 

            Chairman Murray asked what the status is of the $15,000 due to the Sewer Authority from Penn DOT.  Mr. Paul said he would check on this tomorrow.

 

ACCOUNTS PAYABLE:     

            Invoices totaling $24,971.86 were presented for approval.  These invoices include $14,783.84 for Ridings Plant operating expenses and $10,031.14 for administrative and professional services.  After review, the invoices were unanimously approved for payment on a motion made and seconded (Spoehr/Del Rossi).  Mrs. Taylor was advised to hold the check in the amount of $6,437.75 made out to Spotts, Stevens and McCoy until the flow monitoring report is received.  

 

ACCOUNTS RECEIVABLE:

 

            Mr. Cutrona asked Mrs. Taylor to provide him with a listing of residential and non-residential accounts that are in arrears.  Mrs. Taylor agreed to do this, but noted that there are no residential accounts more than one quarter late.  She also said that all non-residential accounts are paid in full at this time.

 

AUDIT:

            Copies of the Auditor’s Report for the years ending December 31, 2002 and 2001 were distributed by Mr. Cutrona.  Mrs. Taylor is in the process of finalizing the 2003 numbers so they may be turned over for audit.   Mr. Cutrona and Mrs. Taylor will meet with the auditors to discuss a time frame for completing the 2003 audit and a cost estimate.  Mr. Cutrona said he feels the audit for 2003 should be completed no later than June 2004.  He also noted that future annual audits should be completed by March or April of the following years.  In response to Mr. Spoehr’s question, Mr. Cutrona said he feels the cost for the 2002 audit is extremely high. 

            Chairman Murray gave a history of various loans made to the Sewer Authority by Chadds Ford Township.  A lengthy discussion followed regarding the loans.  Mr. Paul noted that due to some questions regarding the repayment of the loans, the Township has recommended that the Sewer Authority make no further payments, on the loans in question, until they are reviewed by both the Township and the Sewer Authority.  Mr. Cutrona said any issues regarding the loans should be addressed in 2004.  Mr. Mezzanotte agreed with Mr. Cutrona that the status of the loans should be defined in 2004, so as not to delay completion of the 2003 audit. 

 

SOLICITOR’S REPORT:

 

1.                  Kids First - A final form of the agreement that Kids First and the Sewer Authority have worked out has been sent to Chairman Murray.  The attorney for Kids First is to be in touch with Mr. Auclair, attorney for CCMC, to make arrangements to acquire the edu that is needed by Kids First.  Mr. Mezzanotte hopes to be able to report at next month’s meeting that the Kids First matter is resolved.

2.                  Lafferty Property - It appears that this property will be a single non-residential use.  The owners of the property will have to contact an owner of excess non-residential capacity to purchase the necessary edu.

 

3.                  LSWSS Tapping Fee Unpaid - A lien for non payment of the tapping fee has been filed on a property in the LSWSS Extension area. 

 

4.                  Developer’s Agreement - A form of an anticipated Developer’s Agreement has been sent to Chairman Murray for review and comments.  Mr. Mezzanotte will be working in the next few months to finalize it so it will be in place for new projects.

 

            Chairman Murray reviewed the list of the three non residential properties needing to purchase capacity and noted that CCMC has the three necessary edu available for purchase by those needing the capacity.  Chairman Murray said he would prepare a letter to be sent to the owners of the Lafferty property, advising them of the capacity available for purchase.  The letter will also state the time frame for connection to the sewer system.  User fees will be due after the date for required connection.

 

 

ENGINEERS REPORT:

            Mr. Smith reviewed his written report

 

1.            Infiltration & Inflow reduction            

a.                   Flow meter results from March 1-22, 2004 for two subasins to be summarized in a report to be completed in the next week or two.

 

a.                   Quarterly report for corrective action plan sent to DEP April 5, 2004.


 

 

 

2.                  Ridings WWTP                       


 

            a.               Chapter 94 Report completed and sent to DEP on March 23, 2004           


 

b.                  Monitoring plant performance and reports.

 

c.                                           Preparing for delivery and installation of new Fairbanks Morse motive pump and new Flygt influent pump by end of April.  It was noted that the motive pump will be installed by the plant operator from Applied Water Management.  The influent pump will need to be installed by an outside contractor.

 

d.                                          No response from recent contact regarding emergency generator.


 

 

 

3.                  Developer reviews

            a.            Enzo’s South construction - Sanitary Sewer construction completed.  Final manhole vacuum testing performed April 8.  Field reports submitted to Authority and Township Engineer.   Responding to a question from Mr. Linsen, Ms. Forndran explained some of the costs relating to the construction phase of the development.  These costs are deducted from the escrow deposited with the Authority.   


 

b.                                          Enzo’s South Easement modifications - No update to report.  The matter has been referred to Mr. Mezzanotte.

c.                                           Tremonte - Prepared escrow request for construction inspected costs.  Mr. Mezzanotte is working on the Developer’s Agreement.

d.                                          Parkside Associates - Discussed previously.  As discussed, revised plans are to be submitted to the Authority for review.

e.                                           Camp Sunset Hill - Preliminary review and comment letter sent to Authority and Township Engineer on March 22.  Prepared design review escrow request for Authority

                       


 

4.                  RRE Phase 2 Planning Module for Minor Act 537 Update Revision for DEP

a.            Received reply letter from DEP April 2.  Forwarded letter with review comments to the Authority April 2. 


 

b.                  Prepared topographic baseplan with 1 foot contours from aerial survey.  Ready to survey proposed alignment route to prepare plan and profile sheets subject to further instruction from Authority.

 

 

 

 

5.                  Springhill Farm WWTP scope of work items for Township Act 537

            a.        No further update on Township submittal to DEP

 

6.                  Chadds Ford Village WWTP

            a.            Prepared letter of plant design items for Authority review.

 

 

7.                  Items for Next Month

            a.              Planning system inspections for septic tanks in connected areas

 

b.                                          Prepare influent pump installation specifications

c.                                           Schedule annual plant inspections.

           

RRE PROJECT - PHASE 2:

            Mr. Smith explained as the survey work progresses, the design phase could begin.  The Authority members expressed concern about approving the design phase until DEP approval is received.  Mr. Paul said he would expect to receive a response from DEP by the end of the week.  Chairman Murray asked Mr. Mezzanotte if it would be appropriate for the Authority to move on the entire bid proposal of June 17, 2003 for the project if the Township is successful in getting the DEP Act 537 revision approval.  Mr. Mezzanotte said he thinks it would be appropriate.  Ms. Forndran noted that the proposal for design work represents a relatively small amount of funds.  She suggested that the Authority proceed with the design phase and noted that, if for some reason the construction was postponed, the design would still be useful at some later time.  Discussion followed relating to the risks involved in proceeding without DEP approval in hand. 

            Chairman Murray motioned that, in the event Chadds Ford Township receives the minor Act 537 revision approval from DEP before the next Sewer Authority meeting, the Chairman be authorized to commit to the remainder of the Spotts Stevens and McCoy proposal of June 17, 2003.  The motion was seconded by John Spoehr.  Discussion followed.  Mr. Paul asked Mr. Kelly to comment on the possible risks in proceeding with the design phase.  Mr. Kelly said with his experience in like projects, he did not think it would be imprudent to complete the design as proposed. 

            Mr. Paul commented on the impact extended delays will have on the ultimate cost of the project, tapping fees and the possible grant money.           

           


            Vincent Del Rossi made a motion to proceed with the design phase, tasks B, C & D of the Spotts Stevens and McCoy proposal.  The motion was seconded by Paul Linsen and passed unanimously.

            Mr. Smith supplied the Authority members with a schedule of work for the RRE Phase 2 Project. 

   

OTHER MATTERS:

            Chairman Murray asked Mr. Smith to proceed with preparations to connect the house on Summit Drive that has not connected to the public sewer.  A lien has been placed on the property for the tapping fee and the Authority will install the lateral and connect the property.  The property owner will then be billed for all expenses including legal fees that are incurred in making the connection.  Mr. Mezzanotte said he will work with Mr. Smith on seeing that the connection is completed.  

 

            Mr. Spoehr said he will respond to a recent letter from Mr. and Mrs. Bailey relating to users fees.

 

ADJOURNMENT:   

            The meeting was adjourned at 9:07 p.m.  

 

Following adjournment, Chairman Murray presented Ms. Forndran with candy and flowers as a token of appreciation for her work with the Chadds Ford Township Sewer Authority.  Board Members present also thanked Ms. Forndran for her efforts on behalf of the Sewer Authority. 

 

Respectfully submitted,

 

 

 

 

Sabina J. Taylor, Secretary