CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

 

June 15, 2004

 

            The 178th  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, Thomas R. Smith, PE, Garry Paul CFT BOS, James C. Kelly, PE, and Sabina J. Taylor, Secretary/Treasurer.

 

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

 

ANNOUNCEMENTS:

<                                         On May 12, 2004 members of the Sewer Authority and support staff participated in a meeting with the Authority Engineer to review design options for RRE Phase II.

                                   

PUBLIC COMMENT:

            None for this meeting.

 

MINUTES:

            There being no additions or corrections, the minutes of the May 18, 2004 Chadds Ford Township Sewer Authority meeting were unanimously approved on a motion duly made and seconded (Del Rossi/Spoehr).

 

TREASURER’S REPORT:

            Mr. Cutrona reviewed what has taken place since last month’s meeting when a motion was made to table the selection of an auditing firm to conduct the Sewer Authority’s 2003 Audit. This action was taken because Mr. Cutrona said he considered the proposal from the previous auditor to be extremely high.  Since last month’s meeting, two auditing firms, Fischer, Cunnane and Associates and Merves, Amon and Barsz were asked to submit a proposal to audit the 2003 financial records of the Sewer Authority.  Following Mr. Cutrona’s recommendation, a motion was made and seconded to accept the proposal from Merves, Amon and Barsz to audit the 2003 financial records of the Chadds Ford Township Sewer Authority at a cost not to exceed $5,500 as described in their proposal (Cutrona/Spoehr).  The motion passed unanimously and the proposal was signed.

 

            Mrs. Taylor gave account balances as follows:

           

            General Fund Account

                       

                        Beginning Balance                                                                                    $1,000.00                       

                        Receipts                                                                                                     2,348.35

                        Balance                                                                                                $3,348.35

 

            PLGIT/Plus Account - Tapping Fee Account

                        Beginning Balance                                                                                    $360,276.89

Receipts - Transfer from Wachovia                                                              ------.--

                 Dividends                                                                                     ------.--                        Balance                                                                                                $360,276.89

 

            PLGIT Account - ROA

                        Beginning Balance                                                                                                $15,912.05

                        Transfer from PLGIT Tapping Fee Fund                                                10,000.00

                        Transfer from Wachovia General Fund                                                2,348.35

                        Dividends                                                                                                    26.12  

                        Balance                                                                                                $28,286.52

 

            Mongiovi Escrow Account

                        Beginning Balance                                                                                        $15,314.10

                        Interest                                                                                                           9.96

                        Balance                                                                                                $15,324.06           

 

Mrs. Taylor reported:

 

1.                  LSWSS Project Tapping Fee - One additional homeowner in the LSWSS Project area has qualified for the Delaware County Housing Rehabilitation Program.  The check for the tapping fee in the amount of $11,950.90 has been received, but the application to connect was not included.  The plumber will be supplying the necessary documents. 

 

Mr. Murray noted that 5 homeowners in the LSWSS Extension area qualified for the DCHR Program 0% interest loan. 

 

2.                  Proposal for Influent Pump Installation - RFP were sent to Steve Botella and Golden Mechanical.  Golden Mechanical faxed a proposal to the Sewer Authority for installing the influent pump at a cost of $3,684.  Mr. Botella faxed a proposal to Mr. Smith to install the pump at a cost of $5,600.  Mr. Mezzanotte commented that because the Golden Mechanical proposal was under $4,000 and the Authority expected the cost to be under $4,000 the members could act on the proposals received and would not be required to seek additional proposals for this work. The work scope was reviewed by Mr. Smith and he recommended that the proposal from Golden Mechanical in the amount of $3,684 be accepted.  In addition to the fact this quote was the lowest price, it was also noted that Mr. Golden is familiar with the Ridings Sewage Treatment Plant and the work to be done.  A motion was made and seconded to accept the proposal from Golden Mechanical to install the influent pump at the Ridings Sewage Treatment Plant as proposed at a cost of $3,684 (Murray/Spoehr).  The motion passed unanimously and the proposal was signed as required.

 

3.                  St. Cornelius School Meter Calibration - There has been no response regarding the re-calibrating of the meters as required. 

 

4.                  Rappucci Property Sale - It is believed that one of the properties owned by Mr. and Mrs. Rappucci may have been sold.  Discussion followed regarding the assignment of capacity if the property has been sold.  When the property sale is confirmed, Mrs. Taylor will contact Mr. Mezzanotte regarding the assignment of capacity process.

 

5.                  BSC Invoice - An invoice from BSC for $20 is to be added to the bill list for tonight.  This is for a test done of the water from the well at the Ridings Plant.

 

ACCOUNTS PAYABLE:     

            Invoices totaling $24,217.87 were presented for payment.  These invoices include $12,834.08 for Ridings Plant operating expenses and $11,383.79 for administrative and professional services.  Chairman Murray asked Mr. Smith to check the invoice from Applied Water Management for extra visits made to the plant.  He wonders if the large amount of extra visits indicate a problem at the plant.  Mr. Smith said he would look into it.

 

            Mr. Spoehr asked what work was done regarding the installation of the new headwall.  Chairman Murray explained that water from the creek was backing up into the outfall pipe which was distorting readings at the plant.  The old headwall was wooden and had deteriorated so it was a good time to replace it.  It has been replaced with an attractive plastic headwall and additional work was done to mitigate the back-flow from the creek.

 

            After review, the invoices submitted totaling $24,217.87 were unanimously approved for payment on a motion made and seconded (Spoehr/Del Rossi).

 

ACCOUNTS RECEIVABLE:

 

            In response to a question from the Chairman, Mrs. Taylor said the only outstanding user fee she is concerned about is one in the LSWSS area.  The homeownerc just recently paid the tapping fee but has not paid the user fees due.  After discussion, it was agreed Mrs. Taylor should send a letter to the homeowners proposing a payment schedule for paying the overdue user fee.  It would be expected that this overdue bill would be paid over one year’s time with allowable interest included.

 

            One other property in the LSWSS Project area has not paid the user fees or the tapping fee and a lien has been placed on that property.  Mr. Mezzanotte will send a letter to the property owner informing them when the Sewer Authority will connect the property to the sewer system.  All expenses connected with the connection will be charge to the property owner.  

 

            The status of the Tremonte escrow account was discussed.  Mrs. Taylor said she has not had a response to the invoice she sent or to the letter she sent asking for construction phase escrow.  Chairman Murray said Mr. Tremonte was asked not to begin construction on his Ridge Road project until after St. Cornelius School was closed for the summer.  This may account for his delay in responding to the invoice and escrow requirement.  Mr. Kelly commented that he had received a letter from Mr. Tremonte’s attorney asking the Township to extend the time required to execute the escrow agreements with them until July 20, 2004.   Mr. Mezzanotte said he received a copy of the same letter from Mr. Tremonte’ attorney. 

            Mr. Kelly has provided Mr. Mezzanotte with construction estimates for the proposed Tremonte project.  The estimates were reviewed and Mr. Mezzanotte asked if the Township and Sewer Authority would have separate developers’ agreements and escrows or would both come under one agreement.  Mr. Kelly said his suggestion would be for the Authority to have their own developers’ agreements and escrow.   

             Responding to Chairman Murray’s question, Mr. Kelly said that although Mr. Tremonte has received approval of his plans from the Township, he may not proceed with construction until the Developers’ Agreements are executed and the escrow deposit received.  He also said the Township would expect the Sewer Authority to notify them when the Authority receives security to guarantee sanitary sewer construction so that the Building Inspector can issue the building permit.  Mr. Smith commented that although the Township and the Sewer Authority would have separate agreements with Mr. Tremonte, there has to be a close coordination between the two. 

 

SOLICITOR’S REPORT:

 

1.            Assignment of Capacity - The Assignment of Capacity Agreements between Mr. and Mrs. Grace and Ridge Associates, L.P. have been executed.

 

 

2.            Kids First - Mr. Mezzanotte said he called the attorney for Kids First who was not available at the time and, as of today, has not responded to Mr. Mezzanotte’s call.   The Authority is waiting to finalize an agreement documenting the amount the Authority owes Kids First for sewer line construction on their property.  Also, Kids First owes the Sewer Authority a tapping fee and needs to purchase capacity and connect their property to the public sewer system.  Mr. Mezzanotte agreed with Chairman Murray that this matter must be settled soon or the Authority will have to take measures to see that it is.

 

3.                  Capacity - The capacity needs of several properties were discussed.

 

<                                                                             Kids First, Dr. Mongiovi and Mr. Lafferty need to purchase one edu each.

                       


 

<                                                                             St. Cornelius School will need to pay the tapping fee for another edu as their use is exceeding the four edu for which they have already paid the tapping fee.  They had previously bought eleven edu of capacity, but must still pay a tapping fee for each edu as they are needed.  Mr. Spoehr asked Mr. Mezzanotte to review the agreement with St. Cornelius to see exactly what triggers the need to pay for another edu.

 

<                                                                             CCMC had exceptionally high water usage recorded last quarter.  The possible reason for this was discussed. 

           


 

 

 

 

ENGINEERS REPORT:

 

1.         RRE Phase 2  - Mr. Smith presented the latest revised plans for the project showing Alternate 1 and Alternate 2.  He reviewed the differences in the two alternates with the Authority members.  An updated cost estimate for both alternates was also discussed.  Mr. Smith said he is prepared to submit the drawings and specifications for both alternates to DEP for a Part 2 Construction Permit, and to Penn DOT for a Highway Permit.  After a lengthy discussion, a motion was made by John Spoehr that Mr. Smith be authorized to submit the applications for both permits, and the Chairman be authorized to execute the applications and the Secretary/Treasurer be authorized to prepare a check for $100  to cover the DEP permit.

            Paul Linsen seconded the motion and the motion passed unanimously.

 

 

2.            Proposed Developers’ Agreement - The model agreement Mr. Mezzanotte has prepared has been reviewed by Mr. Smith and he agrees with the format and approach.

 

 

   

OTHER MATTERS:

 

 

5.                  Annual Wastewater Treatment Plant Inspections - A letter, dated May 27, 2004, has been sent to all owners of privately owned wastewater treatment plants notifying them that the annual inspection will take place on June 23, 2004. 

           

Mr. Smith submitted, as requested, a letter to authorize Spotts, Stevens and McCoy to inspect the privately owned wastewater treatment facilities for a fee of $1,800.  He noted this price is the same as last year’s.  On a motion by Paul Linsen, seconded by John Spoehr, it was unanimously agreed to authorize Spotts, Stevens and McCoy to do the annual inspections at a cost of $1,800.

 

Chairman Murray asked Mr. Mezzanotte to look into the possibility of charging an additional amount if the inspection team must return due to the owner of the plant not making the facility available when the inspection is scheduled. 

 

6.                  Tapping Fee for RRE Phase 2 - Mr. Spoehr reminded those present, if the Ridge Road Phase 2 project does not stay on the projected time line, the tapping fee will very likely increase.

 

ADJOURNMENT:   

            The meeting was adjourned at 9:30 p.m.  

 

Respectfully submitted,

 

 

 

 

Sabina J. Taylor, Secretary