Caln Township Municipal Authority
253 Municipal Drive
Thorndale, PA 19372
Monday January 27, 2025
7:00 PM
Those Present and Absent:
George Chambers – Chairperson
Paul Mullin – Vice Chairperson
William A. Schew – Treasurer
Tony DiSario – Assistant Treasurer/Assistant Secretary
Noel Bernard – Secretary
Scot Gill – Wastewater Department Director
Don Vymazal – Township Manager
Jennylyn Tanedo – Recording Secretary
Ross Bickhart – Gilmore & Associates, CTMA Engineer
Vince Pompo- Lamb McErlane, CTMA Solicitor (Absent)
Call to Order
The meeting of the Caln Township Municipal Authority was called to order by Mr. Chambers at 7:00 p.m. The meeting was held in person at the Caln Township Municipal Building Meeting Room located at 253 Municipal Drive Thorndale, Pa and via Zoom. The regular scheduled meeting of the Caln Township Municipal Authority was advertised in the Daily Local News on December 18, 2024, and the agenda was posted on the Caln Township Website and Lobby on January 24, 2025. Copies of the Agenda were made available to the public.
Board Reorganization
Mr. Mullin made a motion, seconded by Mr. Schew, to keep the officers the same for 2025. The vote passed 5.0. Mr. Chambers read the officers as follows, Mr. Chambers-Chairperson, Mr. Mullin-Vice-Chairperson, Mr. Schew-Treasurer, Mrs. Bernard- Secretary and Mr. DiSario- Assistant Secretary/Treasurer.
Minutes of December 16, 2024, Meeting
Mr. Chambers called for additions or corrections to the December minutes. There were none. After discussion, Mr. Schew motioned, seconded by Ms. Bernard, to adopt the December 2024 minutes, as presented. The vote passed 5.0
Public Comment
Mr. Chambers called for public comments. There were none.
Act 537 Plan/ Additional Capacity Update/ Dara Update
Mr. Gill presented to the Board a spreadsheet showing the status of pending projects that will be needing capacity in the future, the 52-week average chart and Dara weekly flow report. Mr. Chambers informed the Board that everything is moving forward and looking good with the expansion.
I/I Reduction Program
Mr. Gill informed the Board that Gilmore issued a Notice of Intent to Award which was signed by Sewer Specialty Services Company Inc and returned. Mr. Gill noted that Gilmore is finalizing the contract documents and insurance information that was required to be submitted by Sewer Specialty Services Company Inc. to make sure they are in order.
Caln Meetinghouse/Granger Lane Project
Mr. Gill updated the Board on the Caln Meetinghouse/Granger Lane project and stated that the project went live on PennBid on January 15th with an anticipated bid opening of March 13, 2025. Mr. Bickhart informed the Board that a lot of people pulled down the documents from PennBid.
Raye Road Project
Mr. Gill presented the Board Resolution 2025-2-CTMA titled Signers for PADED Chapter 102 and Chapter 105. Mr. Gill added that Gilmore is currently working on the design, and finalizing the easement exhibits for the phase 2 portion of the project which will involve the relocation, lowering and installation of a new sanitary sewer main and associated appurtenances, so we can get the exposed laterals below the stream bed and encased in concrete, which we anticipate being completed this year. Mr. Gill stated that Gilmore is also currently working on a PADEP permit submission for the project and the PADEP switched over to an electronic system for certain PADEP permit applications and the new electronic system requires a DEP Greenport account, which was set up and the PADEP approved of the EFA registrations. Mr. Gill then stated that the permits that would impact CTMA projects and be submitted through the DEP Greenport account would be a Ch. 102 permit which related to an Erosion and Sediment Control Plan and a Ch. 105 permit: GP-11 Emergency Permit which relate to work in and along creeks/waterways. Mr. Gill stated that the attached Resolution 2025-2-CTMA will designate titles of Caln Township Manager, or the Caln Township Director of Wastewater authorized to electronically sign permit applications and related documents on behalf of the Authority in connection with the electronic processing of PADEP Chapter 102 and Chapter 105 permits for Authority approved projects. After discussion, Mr. DiSario made a motion, seconded by Mr. Mullin to approve the Resolution 2025-2-CTMA in the form as presented which designated tittles of Caln Township Manager, or the Caln Township Director of Wastewater authorized to electronically sign permit applications and related documents on behalf of the Authority in connection with the electronic processing of PADEP Chapter 102 and Chapter 105 permits for Authority approved projects. The vote passed 5.0.
Fernmoor Homes Phase 4
Mr. Gill presented to the Board the Fernmoor Homes Financial Security Agreement and Performance Bond for the Phase 4 On Site Fernmoor Homes Sewer Improvements. After discussion, Ms. Bernard made a motion, seconded by Mr. Schew, to authorize the Chairman to sign the Financial Security Agreement and Performance Bond for Phase 4 On Site Fernmoor Homes Sewer Improvements in the form as presented. The vote passed 5.0.
ESKE DEVELOPMENT LLC (Ducklings Early Learning Center
Mr. Gill presented to the Board the Duckling Learning Center Cash Escrow Reduction Certificate of Completion. Mr. Gill informed the Board that on June 14, 2023, the Authority entered into a Sewer Construction Financial Security Agreement with ESKE DEVELOPMENT LLC (Ducklings Early Learning Center) who agreed to post a Cash Escrow in the sum of $105,187.50 representing 110% of the cost of the Sewer Improvements as set forth in the Agreement. The agreement states that the developer may request a reduction of the Cash Escrow, as the developer completes various segments of the segments of the sewer improvements, and the design engineer of the sewer improvements certifies to the authority engineer that the sewer improvements have been completed in accordance with the Plan. The agreement also states that the Letter of Credit may be reduced by certain sums and shall not exceed 90% of the Cash Escrow until all the Sewer Improvements as set forth on the Plan are finally completed and finally inspected and approved by the Authority Engineer, and where appropriate a Deed of Dedication is accepted by Authority and a maintenance bond is received by the Authority. Mr. Gill then stated that at the CTMA’s March 2024 meeting the Board approved the 1st cash escrow reduction request in the amount of $94,668.75 and the developer is now requesting a 2nd cash escrow reduction request in the amount of $307.50, which will leave $10,211.25 in escrow to be converted to the required maintenance security. After discussion, Mr. Mullin made a motion, seconded by Mr. DiSario, to authorize the Chairperson to sign the enclosed Certificate of Partial Completion for ESKE DEVELOPMENT LLC Cash Escrow Reduction in the form as presented and authorize the reduction of the Sanitary Sewer Cash Escrow by $307.50. The vote passed 5.0.
Mr. Gill then presented to the Board Resolution 2025-3-CTMA Accepting Deed of Dedication of a low-pressure collection/conveyance force main and associated manhole situated in the Sanitary Sewer Easement over UPI No. 39-2-28 that was installed by ESKE DEVELOPMENT LLC (Duckling Learning Center) and the required maintenance agreement. After discussion Ms. Bernard made a motion, seconded by Mr. Schew to approve Resolution 2025-3-CTMA accepting Deed of Dedication of Sanitary Sewer Easements and Lines that were installed on the LILJACK Property as part of ESKE DEVELOPMENT LLC (Duckling Early Learning Center Project) along with authoring the Chairman to sign associated Maintenance Agreement. The vote passed 5.0.
3716 Norwood Avenue
Mr. Gill presented to the Board an encroachment agreement for 3716 Norwood Avenue. Mr. Gill added that the property owner of 3716 Norwood Ave is planning on installing a fence around their backyard, of which a section will be in the sewer easement. Mr. Gill then stated that in order for them to proceed with their permit for the fence, they are required to get the Authority’s approval to encroach into the sanitary sewer easement. After discussion, Mr. Mullin made a motion, seconded by Mr. DiSario to authorize the Chairman to sign the Agreement to Encroach into Sewer Easement in the form as submitted. The vote passed 5.0.
Records of Disposition
Mr. Gill presented to the Board Resolution 2025-1-CTMA titled Records of Disposition. Mr. Gill informed the Board that Resolution 2025-1-CTMA is providing for the destruction of documents according to the retention and disposition schedule for records of Pennsylvania Municipal Governments under the Authority of the Municipal Records Act, Mr. Gill then stated that the Authority accumulates documents and records in the course of conducting business and staff wishes to purge their files of documents which are no longer necessary or have exceeded their useful life, within the legal guidelines and recommendation of the Pennsylvania Historical and Museums Commission, and pursuant to The Municipal Records Act. Mr. Gill stated that all the documents listed in the resolution have been electronically scanned and stored in Docstar. After the discussion, Mr. Schew made a motion, seconded by Ms. Bernard, to adopt the Resolution 2025-1-CTMA in the form as presented, providing for the destruction of documents according to the resolution and disposition schedule for records of Pennsylvania Municipal Governments under the Authority of the Municipal Records Act. The vote passed 5.0.
Financials; Sewer Fund,
Mr. Gill reviewed the sewer financial summary and revenues and expenditures for the Sewer Operating Fund for the month of December 2024 and the balances in Act 57 and Sewer Capital Funds. After discussion, Mr. DiSario made a motion, seconded by Mr. Mullin, to accept the November financials, as submitted. The vote passed 5.0.
Delinquent Collection Update
Mr. Gill presented to the Board a memo from the finance department that gives an update on the status of the prior year’s delinquent collections. Mr. Gill informed the Board that the delinquent Sewer and Trash Accounts for the years 2021 and 2022 were sent to Portnoff Law on November 26, 2024. Mr. Gill added that 2023 Delinquent bill collections certified letters went out the week prior to the meeting.
Penalty Waiver Request Update
Mr. Gill presented to the Board the 2024 penalty waiver request from the finance department and informed the Board that there is no penalty waiver request that was made in the month of December.
Mr. Gill informed the Board that after last month’s meeting JLH Holdings/300 N. Bailey Road stopped in and paid the sewer account in full. Mr. Gill stated that JLH Holdings also requests reimbursement for a portion of the sewer penalties associated with his account. Mr. Gill stated that their Utility Account Status printout showed that he paid $147.02 in penalties associated with the December 30, 2024, payment. After discussion, Ms. Bernard made a motion, seconded by Mr. Schew, to authorize the finance department to credit the sewer portion of the penalties for JLH Holdings 300 N. Bailey Road in the amount $147.02. The vote passed 5.0.
Director’s Year End Report
Mr. Gill discussed his Director’s Year End Report and noted a list of current projects which the Department is working on and their progress.
Adjournment
There being no further business, Mr. Schew made a motion, seconded by Ms. Bernard, to adjourn the January 27, 2025, meeting at 8.10 pm. The vote passed 5.0.
Respectfully Submitted
Jennylyn Tanedo,
Recording Secretary
253 Municipal Drive
Thorndale, PA 19372
Monday January 27, 2025
7:00 PM
Those Present and Absent:
George Chambers – Chairperson
Paul Mullin – Vice Chairperson
William A. Schew – Treasurer
Tony DiSario – Assistant Treasurer/Assistant Secretary
Noel Bernard – Secretary
Scot Gill – Wastewater Department Director
Don Vymazal – Township Manager
Jennylyn Tanedo – Recording Secretary
Ross Bickhart – Gilmore & Associates, CTMA Engineer
Vince Pompo- Lamb McErlane, CTMA Solicitor (Absent)
Call to Order
The meeting of the Caln Township Municipal Authority was called to order by Mr. Chambers at 7:00 p.m. The meeting was held in person at the Caln Township Municipal Building Meeting Room located at 253 Municipal Drive Thorndale, Pa and via Zoom. The regular scheduled meeting of the Caln Township Municipal Authority was advertised in the Daily Local News on December 18, 2024, and the agenda was posted on the Caln Township Website and Lobby on January 24, 2025. Copies of the Agenda were made available to the public.
Board Reorganization
Mr. Mullin made a motion, seconded by Mr. Schew, to keep the officers the same for 2025. The vote passed 5.0. Mr. Chambers read the officers as follows, Mr. Chambers-Chairperson, Mr. Mullin-Vice-Chairperson, Mr. Schew-Treasurer, Mrs. Bernard- Secretary and Mr. DiSario- Assistant Secretary/Treasurer.
Minutes of December 16, 2024, Meeting
Mr. Chambers called for additions or corrections to the December minutes. There were none. After discussion, Mr. Schew motioned, seconded by Ms. Bernard, to adopt the December 2024 minutes, as presented. The vote passed 5.0
Public Comment
Mr. Chambers called for public comments. There were none.
Act 537 Plan/ Additional Capacity Update/ Dara Update
Mr. Gill presented to the Board a spreadsheet showing the status of pending projects that will be needing capacity in the future, the 52-week average chart and Dara weekly flow report. Mr. Chambers informed the Board that everything is moving forward and looking good with the expansion.
I/I Reduction Program
Mr. Gill informed the Board that Gilmore issued a Notice of Intent to Award which was signed by Sewer Specialty Services Company Inc and returned. Mr. Gill noted that Gilmore is finalizing the contract documents and insurance information that was required to be submitted by Sewer Specialty Services Company Inc. to make sure they are in order.
Caln Meetinghouse/Granger Lane Project
Mr. Gill updated the Board on the Caln Meetinghouse/Granger Lane project and stated that the project went live on PennBid on January 15th with an anticipated bid opening of March 13, 2025. Mr. Bickhart informed the Board that a lot of people pulled down the documents from PennBid.
Raye Road Project
Mr. Gill presented the Board Resolution 2025-2-CTMA titled Signers for PADED Chapter 102 and Chapter 105. Mr. Gill added that Gilmore is currently working on the design, and finalizing the easement exhibits for the phase 2 portion of the project which will involve the relocation, lowering and installation of a new sanitary sewer main and associated appurtenances, so we can get the exposed laterals below the stream bed and encased in concrete, which we anticipate being completed this year. Mr. Gill stated that Gilmore is also currently working on a PADEP permit submission for the project and the PADEP switched over to an electronic system for certain PADEP permit applications and the new electronic system requires a DEP Greenport account, which was set up and the PADEP approved of the EFA registrations. Mr. Gill then stated that the permits that would impact CTMA projects and be submitted through the DEP Greenport account would be a Ch. 102 permit which related to an Erosion and Sediment Control Plan and a Ch. 105 permit: GP-11 Emergency Permit which relate to work in and along creeks/waterways. Mr. Gill stated that the attached Resolution 2025-2-CTMA will designate titles of Caln Township Manager, or the Caln Township Director of Wastewater authorized to electronically sign permit applications and related documents on behalf of the Authority in connection with the electronic processing of PADEP Chapter 102 and Chapter 105 permits for Authority approved projects. After discussion, Mr. DiSario made a motion, seconded by Mr. Mullin to approve the Resolution 2025-2-CTMA in the form as presented which designated tittles of Caln Township Manager, or the Caln Township Director of Wastewater authorized to electronically sign permit applications and related documents on behalf of the Authority in connection with the electronic processing of PADEP Chapter 102 and Chapter 105 permits for Authority approved projects. The vote passed 5.0.
Fernmoor Homes Phase 4
Mr. Gill presented to the Board the Fernmoor Homes Financial Security Agreement and Performance Bond for the Phase 4 On Site Fernmoor Homes Sewer Improvements. After discussion, Ms. Bernard made a motion, seconded by Mr. Schew, to authorize the Chairman to sign the Financial Security Agreement and Performance Bond for Phase 4 On Site Fernmoor Homes Sewer Improvements in the form as presented. The vote passed 5.0.
ESKE DEVELOPMENT LLC (Ducklings Early Learning Center
Mr. Gill presented to the Board the Duckling Learning Center Cash Escrow Reduction Certificate of Completion. Mr. Gill informed the Board that on June 14, 2023, the Authority entered into a Sewer Construction Financial Security Agreement with ESKE DEVELOPMENT LLC (Ducklings Early Learning Center) who agreed to post a Cash Escrow in the sum of $105,187.50 representing 110% of the cost of the Sewer Improvements as set forth in the Agreement. The agreement states that the developer may request a reduction of the Cash Escrow, as the developer completes various segments of the segments of the sewer improvements, and the design engineer of the sewer improvements certifies to the authority engineer that the sewer improvements have been completed in accordance with the Plan. The agreement also states that the Letter of Credit may be reduced by certain sums and shall not exceed 90% of the Cash Escrow until all the Sewer Improvements as set forth on the Plan are finally completed and finally inspected and approved by the Authority Engineer, and where appropriate a Deed of Dedication is accepted by Authority and a maintenance bond is received by the Authority. Mr. Gill then stated that at the CTMA’s March 2024 meeting the Board approved the 1st cash escrow reduction request in the amount of $94,668.75 and the developer is now requesting a 2nd cash escrow reduction request in the amount of $307.50, which will leave $10,211.25 in escrow to be converted to the required maintenance security. After discussion, Mr. Mullin made a motion, seconded by Mr. DiSario, to authorize the Chairperson to sign the enclosed Certificate of Partial Completion for ESKE DEVELOPMENT LLC Cash Escrow Reduction in the form as presented and authorize the reduction of the Sanitary Sewer Cash Escrow by $307.50. The vote passed 5.0.
Mr. Gill then presented to the Board Resolution 2025-3-CTMA Accepting Deed of Dedication of a low-pressure collection/conveyance force main and associated manhole situated in the Sanitary Sewer Easement over UPI No. 39-2-28 that was installed by ESKE DEVELOPMENT LLC (Duckling Learning Center) and the required maintenance agreement. After discussion Ms. Bernard made a motion, seconded by Mr. Schew to approve Resolution 2025-3-CTMA accepting Deed of Dedication of Sanitary Sewer Easements and Lines that were installed on the LILJACK Property as part of ESKE DEVELOPMENT LLC (Duckling Early Learning Center Project) along with authoring the Chairman to sign associated Maintenance Agreement. The vote passed 5.0.
3716 Norwood Avenue
Mr. Gill presented to the Board an encroachment agreement for 3716 Norwood Avenue. Mr. Gill added that the property owner of 3716 Norwood Ave is planning on installing a fence around their backyard, of which a section will be in the sewer easement. Mr. Gill then stated that in order for them to proceed with their permit for the fence, they are required to get the Authority’s approval to encroach into the sanitary sewer easement. After discussion, Mr. Mullin made a motion, seconded by Mr. DiSario to authorize the Chairman to sign the Agreement to Encroach into Sewer Easement in the form as submitted. The vote passed 5.0.
Records of Disposition
Mr. Gill presented to the Board Resolution 2025-1-CTMA titled Records of Disposition. Mr. Gill informed the Board that Resolution 2025-1-CTMA is providing for the destruction of documents according to the retention and disposition schedule for records of Pennsylvania Municipal Governments under the Authority of the Municipal Records Act, Mr. Gill then stated that the Authority accumulates documents and records in the course of conducting business and staff wishes to purge their files of documents which are no longer necessary or have exceeded their useful life, within the legal guidelines and recommendation of the Pennsylvania Historical and Museums Commission, and pursuant to The Municipal Records Act. Mr. Gill stated that all the documents listed in the resolution have been electronically scanned and stored in Docstar. After the discussion, Mr. Schew made a motion, seconded by Ms. Bernard, to adopt the Resolution 2025-1-CTMA in the form as presented, providing for the destruction of documents according to the resolution and disposition schedule for records of Pennsylvania Municipal Governments under the Authority of the Municipal Records Act. The vote passed 5.0.
Financials; Sewer Fund,
Mr. Gill reviewed the sewer financial summary and revenues and expenditures for the Sewer Operating Fund for the month of December 2024 and the balances in Act 57 and Sewer Capital Funds. After discussion, Mr. DiSario made a motion, seconded by Mr. Mullin, to accept the November financials, as submitted. The vote passed 5.0.
Delinquent Collection Update
Mr. Gill presented to the Board a memo from the finance department that gives an update on the status of the prior year’s delinquent collections. Mr. Gill informed the Board that the delinquent Sewer and Trash Accounts for the years 2021 and 2022 were sent to Portnoff Law on November 26, 2024. Mr. Gill added that 2023 Delinquent bill collections certified letters went out the week prior to the meeting.
Penalty Waiver Request Update
Mr. Gill presented to the Board the 2024 penalty waiver request from the finance department and informed the Board that there is no penalty waiver request that was made in the month of December.
Mr. Gill informed the Board that after last month’s meeting JLH Holdings/300 N. Bailey Road stopped in and paid the sewer account in full. Mr. Gill stated that JLH Holdings also requests reimbursement for a portion of the sewer penalties associated with his account. Mr. Gill stated that their Utility Account Status printout showed that he paid $147.02 in penalties associated with the December 30, 2024, payment. After discussion, Ms. Bernard made a motion, seconded by Mr. Schew, to authorize the finance department to credit the sewer portion of the penalties for JLH Holdings 300 N. Bailey Road in the amount $147.02. The vote passed 5.0.
Director’s Year End Report
Mr. Gill discussed his Director’s Year End Report and noted a list of current projects which the Department is working on and their progress.
Adjournment
There being no further business, Mr. Schew made a motion, seconded by Ms. Bernard, to adjourn the January 27, 2025, meeting at 8.10 pm. The vote passed 5.0.
Respectfully Submitted
Jennylyn Tanedo,
Recording Secretary
| january_27_2025_ctma_minutes.pdf |
