CHADDS FORD TOWNSHIP SEWER AUTHORITY

CHADDS FORD TOWNSHIP SEWER AUTHORITY

MINUTES

October 21, 2003

The 170^th meeting of the Chadds Ford Township Sewer Authority was held on this date in the Chadds Ford Township building.

Present: James J. Murray, Chairman, John Spoehr, Vice Chairman, Paul Linsen, Treasurer, 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, 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:

One member of the Chadds Ford Township Sewer Authority attended an informational meeting on October 16, 2003 regarding Act 537 and the Springhill Farms wastewater treatment facility.

PUBLIC COMMENT:

None.

MINUTES:

There being no additions or corrections, the minutes of the September 16, 2003 Chadds Ford Township Sewer Authority meeting were unanimously approved on a motion duly made and seconded (Del Rossi/Paul).

TREASURER’S REPORT:

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

General Fund Account

Beginning Balance $11,497.08

Receipts 20,338.88

Balance $31,835.96

PLGIT/Plus Account - Tapping Fee Account

Beginning Balance $378,595.06

Receipts - Transfer from Wachovia 11,000.00

Dividends 835.27

Balance $390,430.33

Ridings Operating Account - First Union

Beginning Balance $1,420.00

Receipts 26,753.41

Balance $28,173.41

PLGIT Account - ROA

Beginning Balance $27,065.44

Transfer from First Union ROA 27,173.41

Dividends 18.50

Balance $54,257.35

Mongiovi Escrow Account

Beginning Balance $15,227.10

Interest 11.35

Balance $15,238.45

Mrs. Taylor reported :

1. DVRFA Interest Payment - The semi annual interest payment due in the amount of $27,947.50 was wired on October 7, 2003

1. DVRFA Loan Investment - To close out the Dolphin and Bradbury investment account, $5,068.07 was wired to the CFTSA General Fund. This amount will be transferred to the PLGIT Tapping Fee Account.

2. PennDOT Inspection Invoice - N. Abbinizio Contractors, Inc. agreed to pay $203.77 which is ½ of the invoice for a RRE Project inspection done in January 2003. Spotts Stevens and McCoy donated the time for 2 people to attend the meeting with Penn DOT, arranged by Senator Pileggi, relating to the charges for the required Ridge Road Extension Project change orders. This will more than cover the remaining half of the Penn DOT inspection invoice.

3. 2002 Audit - The data required for the 2002 Audit was delivered to Fischer, Cunnane and Associates on October 17, 2003. Mrs. Taylor noted she plans to see that the 2003 audit data is current by the end of 2003. This will mean the budget for 2004 should probably include the cost for both the 2002 and the 2003 audits.

4. Act 537 Support - The most recent Spotts Stevens and McCoy invoice in the amount of $1,851.51 for work relating to Act 537 support was presented for review by the Authority. This invoice was reviewed, approved and initialed to be passed on to the township for payment.

In response to Chairman Murray’s question, Mrs. Taylor reported on the status of the developer’s escrow accounts. The need for Concordville Nissan to provide for an escrow account was discussed. Mrs. Taylor will send Concordville Nissan an invoice for the $91 dollars paid by the Sewer Authority to Spotts Stevens and McCoy for work done regarding the capacity purchase. The possible need for a Developer’s escrow account will be addressed at a later date.

ACCOUNTS PAYABLE:

RIDINGS OPERATING ACCOUNT - Invoices totaling $10,496.32 presented for payment from the Ridings Operating Account were discussed. Chairman Murray explained an invoice from Wm. P. McGovern for hauling seed sludge. Mr. Paul noted the increase in the PECO invoices. Ms. Forndran explained the charges by Spotts Stevens and McCoy for I & I work. 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 (Del Rossi /Paul).

GENERAL FUND - Invoices totaling $10,684.34 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.

ACCOUNTS RECEIVABLE:

< Chairman Murray said he has been assured by representatives of St. Cornelius Church that the $4,416.86 that is owed to Chadds Ford Township Sewer Authority will be paid soon. This amount is to reimburse the Sewer Authority for engineering costs.

< Mrs. Taylor asked for direction with regards to billings being sent to the Brandywine Summit Campus property owners. Mr. Mezzanotte reminded the board members that there was an arrangement with these non-residential costumers that past charges would be forgiven in recognition of a timely connection to the public sewer system. That connection was not as timely as hoped due to a Sewer Authority problem with the manhole the property owners were to use for their connections. After discussion, Mr. Del Rossi made a motion to forgive the past charges for the Brandywine Summit Campus property owners as of their connection date. Mr. Paul seconded the motion and it passed unanimously. Mrs. Taylor was asked to revise the current billing to show charges for the fixed amount, in advance, for the fourth quarter of 2003. The next billing to go out on or about December 15, 2003 will include both the fixed charge in advance and the usage charge calculated from the connection date.

< Discussion followed regarding the two Annual Wastewater Treatment Plant Inspection fees that remain unpaid as of this date. A reminder has been sent to the owners of these Wastewater Treatment Plants. The question of whether or not the 1% late fee can be charged to all invoices was discussed. Chairman Murray will review the Ordinances and Resolutions to see if this is permissible.

SOLICITOR’S REPORT:

< Before beginning his report, Mr. Mezzanotte introduced Ross A. Unruh, Esquire. Mr.

Unruh, representing the owners of two parcels of property at the southwest corner of Ridge Road and Route 202, was present to discuss sewage disposal needs for the properties. One of the parcels is zoned commercial and is located in Concord Township; the other is zoned residential and is in Chadds Ford Township. It is proposed to build 20 single family homes on the 25 +/- acre parcel located in Chadds Ford Township.

Mr. Unruh said he understands the Sewer Authority may not have capacity available for this project, unless it is purchased from someone else or the plant is re-rated. The status of available capacity was explained by Chairman Murray. Responding to a question, Mr. Mezzanotte said the assignment of capacity would be confirmed by a simple assignment agreement. Chairman Murray said the Sewer Authority would not be involved in any price negotiations, but asked Ms. Forndran to supply Mr. Unruh with the probable current value using the ENR index and the original edu purchase price for capacity.

The site engineer for this project has expressed concern that the property can not be connected to the system in the public right-of-way without a pump station. He has asked if there is an easement reserved in the Ridings and, if not, would the Sewer Authority be willing to help acquire an easement so that the site can be served by gravity.

After further discussion, Mr. Unruh was advised to contact the Sewer Authority if he has any further questions.

< Mr. Mezzanotte reviewed the memorandum he had previously sent to Authority members regarding the Right To Know Law and the need for the Sewer Authority to establish a written policy. Mr. Mezzanotte reviewed the mandatory and discretionary items. Responding to Chairman Murray’s question, Mr. Jensen explained the Township’s public access policy. Mrs. D’Elia said the Township has nothing in writing, just a policy for public access to information. She asked Mr. Mezzanotte for a copy of information to provide to Mr. Donaghue for his consideration in preparing a Right To Know written policy for the Township.

Discussion followed after which, John Spoehr made a motion to adopt Chadds Ford Township Sewer Authority Resolution No. 8 adopting policies of Chadds Ford Township Sewer Authority regarding requests for “Public Records.” The motion was seconded by Garry Paul and carried by a unanimous vote.

Mrs. Taylor was asked to send a copy of CFTSA Resolution No. 8 to Ms. Forndran for her file.

ENGINEERS REPORT:

< Prepared 2^nd quarterly report due October 15, 2003 to DEP on corrective action plan. Plant average flows for September were at 31,000 gpd with high flows during excessive rainfall/hurricane week. Ms. Forndran said the Authority will be looking for sump pumps that may be connected to the sanitary sewer lines, which is not permitted. Vice Chairman Spoehr asked Mr. Jensen, when he does plumbing inspections does he check for sump pumps, down spouts, etc. Mr. Jensen said yes he does routinely check for these things.

< Investigated Smithbridge Pump Station and determined overflow tank is receiving excessive inflow. Prepared scope of work for inspection and repair work.

Mr. Kelly asked if the Sewer Authority was still considering purchasing a generator for the Ridings Plant. If so, and if the engineer has authorization to calculate the necessary power needs, he knows of a used generator in good condition that might be suitable. Ms. Forndran said she would follow up with Mr. Kelly and provide him with the information necessary.

Ms. Forndran noted that there was a short power outage during hurricane Isabelle, but there was no overflow. A schematic has been prepared of the system, showing all the low points and how much storage capacity is in the collection system before there is a potential for overflow. Ms. Forndran said having access to a generator is definitely advised.

Chairman Murray said the Authority is very interested in acquiring a generator for the system.

3. Ridings Wastewater Treatment Plant

< Reviewed cost estimates for upgrade of influent pump and motive pump.

< Reviewed plant treatment needs with Operator. Cleanout of SBR Tank 1, maintenance and upgrade of motive pump required. Information needed for the actuator has been received.

< Authority has confirmed approval for filamentous growth control modification.

< Enzo’s - Review comments for the final development plans have been submitted. Significant modifications to the plans are required before sewer construction approval is given.

< Tremonte Subdivision - Awaiting revised plans submission incorporating Authority proposed design modifications

Discussion followed on the procedure for plan reviews and escrow deposits. Mrs. Taylor provides Ms. Forndran with spreadsheets showing escrow balances and the Authority advised Ms. Forndran not to proceed with reviews if the escrow funds to cover the costs of reviews are not available. Requests for additional escrow deposits have just recently been sent to the developers whose plans are currently before the Authority for review.

< Prepared replies to public comment letters. Provided comments to Township Engineer on September 30, 2003.

< Final compilation of public comments and Module to be available for public review about one week prior to Supervisors’s meeting on November 10, 2003.

Scheduling for survey related work was reviewed. Ms. Forndran said the recommended approach is to produce mapping by aerial survey. The optimal time period for taking thorough pictures is between leaf cover and snow cover. For budgeting purposes, Ms. Forndran said the cost for the aerial photography would be about $1,500. She asked for authorization to proceed with getting the aerial survey. Mr. Kelly recommended that the Authority proceed with the aerial photography because they will eventually need it and now is the best time to have it done.

Addressing Chairman Murray’s concerns, Mr. Mezzanotte explained the need for the township to have a cash flow projection for the RRE Phase II Project. Mrs. D’Elia noted that before the Township Supervisors consider approving the Act 537 Plan Revision for the RRE Phase II Project, they want to be assured the funds will be available when necessary. Mr. Mezzanotte suggested that it is logical to have a cash flow projection, but there might be some value in knowing if it is required by the Municipal Authorities Act or the Municipal Planning Code. He will follow up on this with Mr. Kelly.

Operation and Maintenance Contract For RWWT Plant -

Mr. Paul reported that he and Mr. Del Rossi have been working on getting a Request for Proposal prepared to send out to prospective contractors. Those currently being considered are Miller Environmental Services, Cawley Environmental Services, American Water Services, Golden Mechanical Services and Severn Trent. Mr. Del Rossi will have the Requests typed and it is planned they will be sent out next week. Mr. Mezzanotte will review the contract for any suggested changes.

OTHER MATTERS:

< In an effort to eliminate waste of time, labor and paper, Chairman Murray suggested that the Authority discontinue the practice of having the secretary prepare a memorandum for each meeting. It was proposed that only the minutes were necessary. Chairman Murray also recommended that the secretary discontinue preparing the Financial Statement for each meeting and only the Treasurer’s Report would be used. The Authority unanimously agreed with Chairman Murray’s suggested changes.

< Chairman Murray asked each board member to be responsible for one of the current necessary tasks. He noted that Mr. Paul and Mr. Del Rossi are working on getting quotes for the Operation and Maintenance Contract for the Ridings Plant. Mr. Spoehr was asked to handle the Filamentous Control Proposal from American Water Services. Mr. Linsen was asked to work on the American Water Services proposal to clean SBR #1. Ms. Forndran and Chairman Murray will continue work on the Smithbridge holding tank and wet well. The Authority members agreed to this division of labor

ADJOURNMENT:

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

Respectfully submitted,

Sabina J. Taylor, Secretary