CHADDS FORD TOWNSHIP SEWER AUTHORITY

CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

November 18, 2003

The 171^st meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

Present: James J. Murray, Chairman, Paul Linsen, Secretary, Garry Paul, Treasurer and Vince Del Rossi. Also in attendance were John J. Mezzanotte, Jr., Esquire, Angelika B. Forndran, PE, Deborah L. D’Elia, Vice Chairman, CFT BOS, Richard Jensen, Code Enforcement Officer, and Sabina J. Taylor, Secretary/Treasurer.

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

ANNOUNCEMENTS:

1. On October 16, 2003, a member of the CFTSA met at the Concord Township Building for a meeting to discuss the status of the Act 537 Plan Study as it relates to the Springhill Farms Wastewater Treatment Plant.

2. The Township Board of Supervisors passed CFT Resolution No. 2003-23 on November 10, 2003 which permitted the incorporation of the Raven Crest area in the Ridge Road Sewer System Extension Phase 2.

PUBLIC COMMENT:

Bob Wengert and Debbie Lee, residents of Upper Bank, were present to discuss their currently failing septic system. They said a permit has been issued for a new system. It is estimated that the cost of the new septic system will be approximately $20,000. The possibility of connecting to the proposed public sewer system to service the Chadds Ford Village area was discussed. They hesitate to spend the money on a new septic system, if public sewers will require a mandatory connection in the next year or so. Using a process called Terre Lift was discussed as a possible way to keep the septic system working for a year or two. Chairman Murray suggested that Mr. Wengert contact the Sewage Enforcement Officer for advice regarding the best approach at this time.

MINUTES:

There being no additions or corrections, the minutes of the October 21, 2003 Chadds Ford Township Sewer Authority meeting were unanimously approved on a motion duly made and seconded (Del Rossi/Linsen).

TREASURER’S REPORT:

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

General Fund Account

Beginning Balance $10,151.62

Receipts 9,874.34

Balance $20,025.96

PLGIT/Plus Account - Tapping Fee Account

Beginning Balance $362,482.83

Receipts - Transfer from Wachovia 0.00

Dividends 0.00

Balance $362,482.83

Ridings Operating Account - Wachovia

Beginning Balance $1,000.00

Receipts 4,011.00

Balance $5,011.00

PLGIT Account - ROA

Beginning Balance $43,761.03

Transfer from Wachovia ROA 3,317.52

Dividends 22.18

Balance $47,100.73

Mongiovi Escrow Account

Beginning Balance $15,238.45

Interest 11.00

Balance $15,249.45

Mrs. Taylor reported :

1. RWWTP Operation and Maintenance Contract Proposals - Received three proposals to be considered at this meeting.

1. Dr. Laskas - Mrs. Taylor noted that Dr. Laskas paid the tapping fee for 1 edu, but is charged the monthly user fee for 2 edu because he owns a portion of a second edu.

2. 2004 Budget - A rough draft of the proposed budget for 2004 was distributed and Mrs. Taylor asked that she receive any suggested changes before next month’s meeting so that the budged can be presented for possible adoption at that time.

ACCOUNTS PAYABLE:

GENERAL FUND - Invoices totaling $5,308.78 were presented for payment from the General Fund. A motion was made and seconded (Paul/Del Rossi) to approve payment of the invoices as presented. The motion passed unanimously. Mr. Paul asked if there were an inordinate amount of PA 1 Call responses last month. Mr. Murray responded that he does not remember it being that high previously, he would guess it is because there is a lot of construction going on right now. He also noted that part of the monthly subsidy from the township goes to this expense.

RIDINGS OPERATING ACCOUNT - Invoices totaling $10,120.36 presented for payment from the Ridings Operating Account were discussed. Mr. Del Rossi questioned the extra visits made by American Water Services. Chairman. Murray explained the plant alarm system and noted that the cleaning of SBR #1 should help alleviate some of these extra responses to alarm calls. He asked Mrs. Taylor to see that he gets copies of all invoices relating to the cleaning of the SBR. There were also questions regarding the purchase by American Water Services of a ph probe for $310.11. Mr. Murray will check on this. Following the discussion, the bills to be paid from the Ridings Operating Account were unanimously approved for payment, as presented, on a motion duly made and seconded (Paul/Del Rossi).

ACCOUNTS RECEIVABLE:

Discussion followed regarding late fee charges. Mr. Mezzanotte explained the permissible rate and suggested that the board authorize a 10% per annum late fee on any balance unpaid after 30 days from the due date. Mrs. Taylor will use that rate for future billings

OPERATION AND MAINTENANCE CONTRACT:

Mr. Paul reported that requests for bids were sent to four companies and responses were received from Cawley Environmental, Miller Environmental and the current contractor, American Water Services. Of the bids received, American Water Services was the lowest at $1,600 per month, which is lower than their current price of $1,750 per month. American Water Services hourly rates for emergency calls and extra visits also average out lower than the next lowest quote. On this basis, Mr. Paul said that it would seem advisable to retain American Water Services as the operator for the Ridings Wastewater Treatment Plant for the next two years.

Chairman Murray suggested that American Water Services be asked to continue to operate the plant for 30 days past the current contract expiration date while some of the details of the new contract regarding extra services, etc. are worked out. Mr. Mezzanotte noted that the current contract is with American Water Services, Inc. and the new contract is with, what appears to be a subsidiary, Applied Water Management, Inc. Following discussion relating to insurance coverage under the new name, and other related issues, Mr. Mezzanotte said he will prepare a letter to American Water Services addressing the proposal that American Water Services, Inc. continue to operate the plant through December 31, 2003 at the new rate. He will also inquire about the significance of the name change. A meeting with American Water Services will be arranged to answer some questions the Authority has regarding extra visits, insurance, etc. The new contract would then begin January 1, 2004 and be written for two years under the new name. Jim Murray will call American Water Services, Inc. to arrange a meeting.

OTHER MATTERS:

< Extra Capacity - Chairman Murray noted that Dr. Laskas paid the tapping fee for one edu but owns an additional 95 gallons of capacity. As required, Dr. Laskas is being billed the user fee for two edu. Mr. Mezzanotte said, when the transaction was made, Dr. Laskas was advised that he had the extra capacity and encouraged him to make it available with others that may have some additional capacity. Chairman Murray said he would like to see this cleaned up.

< 2004 Proposed Budget - In response to Chairman Murray’s question, Mrs. Taylor said there will probably be a shortfall in the Operating Fund that will have to be paid from the Tapping Fee Account. Mr. Paul said the expenses do exceed the expected receipts, but he agreed that it is probably the best that can be done at this time. Some budgeted expenses may be able to be put off until money is available. Repayment of money previously borrowed from the township and interest on the DVRFA loan are expenditures that make balancing the budget difficult.

SOLICITOR’S REPORT:

1. Capacity for Planned Development at Southwest Corner of Ridge Road and Route 202 - Following last month’s meeting Mr. Mezzanotte spoke with Mr. Unruh who indicated he is interested in pursuing the purchase of capacity and he has been directed to those holding excess capacity. Mr. Mezzanotte has not heard anything further on this.

2. CCMC - Their attorney has contacted Mr. Mezzanotte indicating they are anxious to sign the agreement which indicates they are offering for sale the 3 edu excess capacity they hold at the original purchase price plus an adjustment for inflation. Mr. Jensen commented on some minor plumbing repairs that need to be done at the Rullo property and CCMC to prevent excess water use.

< Right to Know Act - Chairman Murray asked if we need to do anything further regarding the Right to Know Resolution. Mr. Mezzanotte said it needs to be posted in a conspicuous place at the township building. Mrs. Taylor will see that this is done. In response to a question from Chairman Murray, Mrs. D’Elia said she has spoken with the Township Solicitor regarding adopting a written Right to Know Policy for the township.

< Reflections Holding Tank Agreement - This holding tank agreement is for a chemical holding tank for a beauty salon, not a sewage holding tank. Although it is not required that there be Sewer Authority involvement, it was suggested that it would be a good idea. Chairman Murray noted that the agreement does not include the property owner and he asked that the property owner be added. Mrs. D’Elia said she would ask Mr. Donaghue to revise the agreement to include the property owner.

ENGINEERS REPORT:

Ms. Forndran distributed copies of her written report. The report was then reviewed.

f. Received cost pricing for lining the Smith Bridge Pump Station overflow tank. Copies were distributed to members. Costs are higher than expected, but Ms. Forndran recommends that the Authority go with Manhole Restoration, Inc. She is familiar with their work and the cost may be able to be reduced by reducing the material usage. They have indicated they will try to schedule the work in December but not expect payment until January 2004. The board members discussed the amount and type of material to be used. Chairman Murray said he wants to review the proposals before acting on this.

g. Suggest possible temporary flow metering of subbasins and/or video taping of sewer lines in identified high flow areas and notification of homeowners that no sump pumps, drains, etc. are permitted to be connected to sewer lines. Ms. Forndran explained the way the flow meter would be used.

7. Ridings WWTP

f. SBR tank #1 is being drained and cleaned. Installation of filamentous control feed in progress.

g. Ms. Forndran advised the members that the motive pump is of a higher priority than the influent pump at this time. The vendor has said if the order is placed in 2003 with a minimal down payment, they will hold the price until 2004. Mr. Tate has recommended that the better of the two pumps, that have been replaced, be kept for emergency use. After further discussion, the Authority authorized Ms. Forndran to proceed with ordering the new motive pump.

h. Estimate received for diagnostics/maintenance of actuator valve for blower. AC Repair-$244 base and $62 per hour for doing on spot repair.

i. Reviewed September discharge report to DEP.

8. Developer review

a. Enzo’s South - Received and reviewed revised plans for “Enzo’s South” dated October 27, 2003. Authority concerns are addressed. Chairman Murray discussed the location of the easements. Mr. Jensen said there are some discrepancies between the outbound survey and deed that could impact the planned easement.

b. Preparing final package for Township Engineer’s submittal to DEP

c. Refining cost opinions for concept options.

d. Final compilation of public comments, responses and Planning Module will be available for public review at Township Building.

Chairman Murray said it may be necessary to walk the area to determine which properties will need a grinder pump. Mid December was suggested as a possible date to walk the area.

a. Completing items for submission to Township engineer. Submission due to DEP by December 11, 2003. Invoice for SSM scope of work to be reviewed and approved by the Authority and submitted to Township for payment. Payment will not be expected until completed report is provided to the Township.

ADJOURNMENT:

The meeting was adjourned at 9:45 p.m.

Respectfully submitted,

Sabina J. Taylor, Secretary