City Council

MABE Meeting Minutes March 29, 2016 In Attendance: Absent: Others In Attendance: Rick Shaw Jose Colon John Larson Mike Popow Stephen Kalis Jack Stuart Darrell Gibble Curt Hoke Floyd Jennelle Charlotte Gehman Joe Boldaz Meeting called to order at 7:03p. Meeting Minutes Motion by Darrell to approve the Meeting Minutes of the February 23, 2015 Board Meeting. Second by Floyd. Motion Approved. Public Comment None. Correspondence CRP 2016 Grant Announcement – Discussion of potential projects and whether to apply for a grant in 2016. Board feels that it is not a good time to apply and will consider applying in 2017 if the opportunity is presented. PMAA Workshop Announcement Portnoff Hardship Change – Review of email announcement to changes in Hardship Application review process. DEP Tank Registration – Charlotte will contact IAM Certified Inspectors to get a proposal for closure. Ehrlich Report- Charlotte will check if the tech has a sense of the size of the infestation. Treasurer’s Report Sign Checks Curt Hoke – Review of Finances - Rick discussed that since the EQ tank incident, the Board needs to make some significant financial changes and intensify efforts to control the finances. Curt reviewed the finances and the amount the MABE debt is costing the Authority. Curt feels the sewer fees are about $40.00 a quarter shy of the expenses. Jack suggests communicating the finances and need to raise the rates in the Elverson Newsletter. Curt suggests that a business manager would be able to manage the expenses. Mike suggests that the loan amounts be considered when developing the operating budgeting. Rick reviewed the quote received from Concord Public Finance. Motion by Darrell to approve the Treasurer’s Report. Second by Mike. Motion Approved. Operator’s Report Plant is running better in the last month. Damaged backwash pump has been replaced. Still looking for an Effluent sampler. Need one without a freezer. Will probably purchase one from Lowes. Are using ice in the meantime. Joe got a price from Tri-State of $125.00/hr. with a minimum 2 hours to take a look at the circulating pump. The filter pump is back in place. Repairs to the hot water heater are underway, need some parts. Door Repair -The door is on order. Brandywine Lock and Door in West Chester will install the new door. Rick asked John to get an estimate for when the work is scheduled. The generators need to be serviced. Dave will get quotes for the April meeting. Neutral Wire for the disk filter- John sent the signed contract to Eastern and they will order the relay parts and contact. Delay Relay for the HVAC Unit - see above. Sink Repair - Eastern will be out tomorrow to put part in which they did not have on truck. Page 1 of 3 MABE Meeting Minutes March 29, 2016 Lock & Key – Elverson Supply was able to match the key to the new padlocks, so they will all be the same. Rick indicated that the plant should be locked at all times. Lagoon Dewatering – John pulled the pump due to the potential for freezing. Water level is low. Upper lagoon is dry, lower is harder to dry due to slope and the concern that the pump would then be pulling sediment and jam the pump. Chemicals in Sand Filter Building – John will test to confirm the chemicals to confirm what they are, but he believes there one or two 50 gallon drums of bi-sulfite which can be run through the system to dispose of it. Landscaping Quotes in 2016 – Dave met with 4 different contractors and provided a comparison chart for the board to review. Dave emphasized the need to clear the swales, some of which have trees growing in them, so the area can then be maintained. Motion by Darrel to award the Landscaping bid to Heilner for 2016. Second by Mike. Motion approved. Charlotte will contact Heilner and let them know they have been awarded the bid and make them aware of the need to keep the fenced in area on Saddler Dr. trimmed and to confirm that they will not cut grass if it’s not needed. Engineer’s Report Lagoon Closure Project –Waiting for the green light from the County to go out to bid. Erosion and Sedimentation application required at a cost of $500.00. Merle signed the application and check was issued which Joe will mail with application. Pre-bid meeting for the Lagoon Closure is scheduled for April 12 with meeting at Borough Hall then moving to the WWTP. Final Bids are due April 18th. Penn Bid will be used. Plant Water Project - Pre-bid meeting scheduled for April 12 at 1:00p at Borough Hall, then moving to the WWTP. Final bids are due April 18. Penn Bid will be used. February 24 Storm Damage Evaluation – Joe contacted Tri-State to provide an estimate for the HVAC system. Motion by Mike to have Tri-State evaluate the HVAC unit at a maximum cost of $500.00 if it does not operate when John tries to start the system and to provide an estimate for any necessary repairs. Second by Darrell. Motion approved. Corbett Run Times - Joe reviewed the pump station run times per Dave’s report. February run times for Corbett are high because of inflow and infiltration. The Twin Valley pump station is also showing high flows. Joe suggested a walk through during a rain event. Southern Swale Drainage Improvements – Discussion of problem with sediment and erosion. Joe suggests working with the Borough to resolve the issue. Jack suggests not putting a Band-Aid on the situation, but to do a proper repair. He is not sure about the right of way. Jack has had a conversation with Stephen Kalis and will be talking to the Borough Council at next week’s meeting about any potential liability in the problem and how to best resolve it. Jack feels the work should be done by September. Manhole Inserts – Joe shared a sample insert from Exeter Supply which run $40-50/per insert. Installation challenges are cleaning the manhole where paving materials, etc. would prevent a good seal. Cleanouts are also an issue, as they are sometimes cut off for easier mowing. John feels there will be more issues in the older parts of town. Mike asks how to determine the best approach to get the most for our money. Joe suggests that 50 inserts would cover about 25% of the manholes in the Borough. Joe says they need to open every manhole to see which ones need inserts. Project would require a letter to the community to alert people that they will be on properties. Motion by Rick to approve $5,000.00 for materials and labor to install manhole inserts. Second by Floyd. Motion approved. Joe will order the product and coordinate payment with Charlotte. If specific properties are if identified during the project, MABE will send letters to homeowners. Charlotte will prepare an insert for the 1st quarter invoices to notify residents of the I & I project. Chapter 94 Report-Rick signed the completed report, which Joe will submit. UV Flooding – Discussion of extra hours charged by EEMA for cleanup. This issue should be corrected with the I & I work. Borough Hall Cleanout – There is a clean out in the parking lot of Borough Hall that is broke allowing water to run in which ends up in the treatment plant. Joe thinks that the cleanouts are a problem in the Borough as well. Page 2 of 3 MABE Meeting Minutes March 29, 2016 Solicitors Report None Old Business CEFC Sewer Connection – Joe has made a few calls and has not heard back. Chemical Letter Responses – No additional responses have been received. New Business Storm Damage Claim – to be discussed further at the April meeting after Jack has an opportunity to discuss with Borough Council. MABE Finances – Rick reviewed the quote that Daryl Peck provided. Charlotte will let Daryl know that Board is still considering options. Rick is going to contact David Bush of Keystone alliance to discuss possible financial consultant services. Motion by Darrell to approve meeting with David Bush at a rate of $95.00/hr. to see what he recommends. Second by Floyd. Motion approved. Workshop Meetings – will discuss this further in April. Adjournment Meeting Adjourned: 9:27 p Next regular meeting will be on April 26, 2015 at 7:00p at Borough Hall. Respectfully Submitted by Charlotte Gehman Page 3 of 3