Newtown Township Delaware County 209 Bishop Hollow Road Newtown Square, PA

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1 Newtown Township Delaware County 209 Bishop Hollow Road Newtown Square, PA Agenda MUNICIPAL AUTHORITY May 2, 2016 Public Meeting: 7:00PM 1. CALL TO ORDER: 2. ROLL CALL: 3. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE: 4. AGENDA: 4.1 Consider approving the agenda 5. MINUTES: 5.1 Consider approving the Minutes from the April 4, 2016 meeting 6. ANNOUNCEMENTS: 7. PUBLIC COMMENT: 8. TREASURER REPORT: 8.1 Receipts and Disbursements 8.1 Consider approving of Bills on Voucher Abstract dated May 2, 2016 totaling $145, ENGINEER REPORT: 9.1 Update on the Part II Permit process 9.1 Update on the dedication of Liseter pump station and sewer line 9.2 Update on BPG projects 10. OLD BUSINESS: 10.1 Consider approving the expense of the partial decommissioning of the Springton Pointe Treatment Plant. 11. OPERATIONS MANAGER REPORT: 12. NEW BUSINESS: 12.1 Consider approving the amendment to the 2016 fee schedule 12.2 Consider approving Dallas Data's proposal to handle the quarterly sewer billing services 12.3 Consider approving the Billing Format and Billing Policy 12.4 Consider approving the staff recommendation to join Costars for purchases at: Government and Schools/costars/pages 12.5 Consider the staff recommendation to join Municibid for the sale of Authority assets at: Consider the staff recommendation to join PennBid to allow for more cost efficient way to handle RFP & RFQs at: Consider the recommendation of two meetings per month; the 1st & 3rd Mondays at 7PM

2 12.8 Consider approving a quote of $6328 to install one, new 3-horse power grinder pump at Springton Pointe Waste Water Treatment Plant which will also include two new galvanized guide rails Consider approving the rebuilding of the existing pump at the Springton Pointe Waste Water Treatment Plant at a cost not to exceed $ ADJOURNMENT

3 Township of Newtown 209 Bishop Hollow Road Newtown Square, PA MUNICIPAL AUTHORITY April 4, 2016 Public Meeting: 7:00PM Proposed Minutes IN ATTENDANCE BOARD MEMBERS: Chairman Sweeney Treasurer Kay Secretary Shrager NOT IN ATTENDANCE: STAFF/CONSULTANTS: Solicitor Sheridan Engineer - J. MacCombie, P.E., P.L.S. Vice-Chairman Kane 1. CALL TO ORDER: Chairman Sweeney called the meeting to order at 7PM 2. ROLL CALL: AS INDICATED ABOVE 3. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE: Chairman Sweeney called for a moment of silence and led in the pledge of allegiance. 4. AGENDA: 4.1 Consider approving the agenda Motion to approve was made by Mr. Shrager, seconded by Mr. Kay. Approved by a vote of 3 to MINUTES: 5.1 Consider approving the meeting minutes from the March 7, 2016 meeting. Motion to approve was made by Mr. Kay, seconded by Mr. Shrager. Approved by a vote of 3 to Consider approving the meeting minutes from the special meeting March 28, Motion to approve was made by Mr. Kay, seconded by Mr. Shrager. Approved by a vote of 3 to PUBLIC COMMENT: 7. TREASURER REPORT: 7.1 Receipts and Disbursements 7.2 Consider approving the bills on Voucher Abstract dated April 4, 2016 totaling $119, Page 1 of 3

4 Motion to approve was made by Mr. Kay, seconded by Mr. Shrager. Approved by a vote of 3 to ENGINEER REPORT: 8.1 Update on Diversion of flow from the Springton Pointe Treatment Plant The line was tested, DEP was notified and approved. The line is operational. 8.2 Progress update on the 537 Plan implementation. Surveys are continuing, especially in areas with dense plant growth before they become overgrown in the spring. 9. OPERATIONS MANAGER REPORT: 10. OLD BUSINESS: 10.1 Consider approving the expense of partial decommissioning of the Springton Pointe Treatment Plant at a cost of $18,000. Vote was postpone. 11. NEW BUSINESS: 11.1 Consider approving the release letter of credit for sewer maintenance obligation totaling $8, for Bozzuto Apartments at Cornerstone Drive & Route 252. Motion to approve was revised to allow for the release upon an escrow payment of $8, by Bozzuto in order to cover possible liability. was made by Chairman Sweeney, seconded by Mr. Shrager. Approved by a vote of 3 to Consider approving the amendment to the 2016 fee schedule Vote was postponed awaiting further information Consider approving Dallas Data's proposal to handle the quarterly sewer billing services Vote was postponed awaiting further information Consider approving the billing format and Billing Policy Vote was postponed awaiting further information Consider ratifying check #16 in the amount of $13, made out to Herbert E. MacCombie from the Capital Fund on March 7, 2016 that was not included on the Voucher Abstract Motion to approve was made by Mr. Shrager, seconded by Mr. Kay. Approved by a vote of 3 to Consider paying Aqua $680 to inspect one of the pumps at the Springton Pointe Estate treatment plant for its condition and further usefulness along with them providing new pump information if needed. Page 2 of 3

5 Public Comment: Patti Wilson, 4111 Battles Lane, questioned Aqua's contract stipulations for Sprinton Pointe Estates facility relative to billing and Liability for third-party billing. Motion to approve was made by Mr. Shrager, seconded by Mr. Kay. Approved by a vote of 3 to ADJOURNMENT: 12.1 Chairman Sweeney adjourned the meeting at 8:15PM Motion to adjourn was made by Mr. Shrager, seconded by Mr. Kay. Approved by a vote of 3 to 0. Page 3 of 3

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9 TOTAL OPERATING BOOK BALANCE 3/31/16 April Municipal Authority Operating Books GENERAL OPERATING 3/31/16 FUND-71 $ 64, Bills to Be Paid From Fund 71 Check # TD Bank Loan Payment $ (43,886.16) Fund -71 4/30/16 $ 20, SR2 OPERATING 3/31/16 FUND-72 $ 51, Deposits to SR2 Operating Acct. Fund 72 Sewer Payments - 4/4/16 $ Sewer Certifications - 4/4/16 $ N. Newtown Street Rd. Application Fee $ Sewer Payments - 4/7/16 $ 1, Sewer Certifications - 4/7/16 $ Sewer Certifications - 4/11/16 $ Sewer Payments - 4/14/16 $ Sewer Certifications - 4/15/16 $ Sewer Payments - 4/18/16 $ 4, Sewer Certifications - 4/19/16 $ Bills to Be Paid From Fund 72 Check # 21st Century Media - Philly Cluster 2032 Advertising $ (30.58) Aqua Wastewater Management 2034 Rountine Operations/Materials $ (521.00) Herbert E. MacCombie 2037 Right to Know Request $ (21.88) Michael Sheridan 2038 General Legal Fees $ (189.00) PA One Call 2040 PA- One Call Responses $ (77.00) Premium Power Services 2041 Preventattive Maintenance $ (488.00)

10 Utility and Municipal Services 2043 Sewer Meter Reads $ (2,126.80) Un-Reconciled Fund -72 4/30/2016 $ 56, SR3 OPERATING 3/31/16 FUND- 73 $ 229, Deposits to SR3 Operating Acct. Fund 73 Sewer Payments - 4/4/16 $ 5, Sewer Certifications - 4/4/16 $ Sewer Payments - 4/11/16 $ Sewer Certifications - 4/11/16 $ Sewer Certifications - 4/18/16 $ Sewer Payments - 4/18/16 $ Sewer Certifications - 4/19/16 $ Sewer Certifications - 4/22/16 $ Sewer Payments - 4/22/16 $ Sewer Certifications - 4/22/16 $ Sewer Certifications - 4/28/16 $ Bills to Be Paid From Fund 73 Check # 21st Century Media - Philly Cluster 2032 Advertising $ (30.58) Aqua Pa Payments 2033 Wiltshire Pump Station/SPWWTP/Hickory Pump Station/Camelot Pump Station $ (259.30) Aqua Wastewater Management 2034 Rountine Operations/Materials $ (21,831.00) Aqua PA Wastewater nd Quarter Rountine Operations/Materials $ (5,243.45) Comcast 2036 Hickory/Camelot Pump Station $ (309.84) Herbert E. MacCombie 2037 Flow Monitoring Camelot/Flow Diverson $ (2,448.12)

11 Michael Sheridan 2038 General Legal Fees/ Springton Estates WWTP $ (441.00) Peco Enegery 2039 Energy at Camelot/Hickory/Wiltshire/B akers Pump Stations $ (2,988.48) PA One Call 2040 PA- One Call Responses $ (229.90) Premium Power Services 2041 Preventattive Maintenance $ (977.00) Sprint Long Distance 2042 SPWWTP $ (13.75) Utility and Municipal Services 2043 Sewer Meter Reads $ (623.60) Verizon 2044 Wiltshire Pump Station $ (387.09) Fund -73 4/30/16 $ 201, TOTAL UN- RECONCILED OPERTAING BOOK BALANCE 3/31/16 $ 278,214.94

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22 RESOLUTION NO OF THE NEWTOWN TOWNSHIP, DELAWARE COUNTY, MUNICIPAL AUTHORITY TO AMEND, ADJUST AND REVISE ITS FEE SCHEDULE WHEREAS, Newtown Township, Delaware County, Municipal Authority (hereinafter referred to as the Authority ) is incorporated under the Municipality Authorities Act, Title 53, Chapter 56, as amended, for the purposes of acquiring, holding, constructing, improving, maintaining and operating, and owning the sanitary sewer system within Newtown Township, Delaware County Pennsylvania; and WHEREAS, Section 5607(9) of the Pennsylvania Municipality Authorities Act grants the Authority the power to fix, charge and collect various charges in the area serviced by its facilities, including administrative and professional fees for the operation of its facilities; and WHEREAS, the Authority is authorized by the Pennsylvania Municipality Authorities Act to exercise all powers necessary or convenient for the carrying out of the aforesaid purposes, including the power to acquire, hold, construct, finance, approve, maintain and operate a sewer system or parts thereof; and WHEREAS, the Authority, pursuant to its enumerated powers and purposes, desires and intends to amend, adjust and revise its fee schedule. NOW THEREFORE, it is hereby RESOLVED: 1. The following fee schedule is hereby approved and adopted: a. Sewer Certification Fee -$50.00; b. Municipal Lien Filing Fee (includes filing fee) - $150.00; c. Municipal Lien Satisfaction Fee (includes filing fee) - $100.00; d. Sewer Review/Inspection Escrow Development with less than Five Hundred feet (500 ) of lateral lines - $2,000.00; e. Sewer Review/Inspection Escrow Development with Five Hundred feet (500 ) or more of lateral lines - $5,000.00;

23 2. All fees, costs and expenses incurred and/or paid by the Authority to the Authority s Engineer, Solicitor and/or other professional consultants for all plan reviews, field inspections and any and all other reasonable and necessary professional services related to sewer connections, discharge permit applications reviews and approvals, or other such services performed specific to a particular property, development and/or project relating to sewer matters are billed to the applicant, property owner and/or developer at the actual rates charged to the Authority by the Engineer, Solicitor and/or other professional consultants in accordance with the ordinary and customary charged by each such professional. 3. All other fees, charges and costs as set forth in earlier resolutions and not otherwise inconsistent with the terms herein shall remain in full force and effect and are hereby ratified and confirmed. PASSED and APPROVED, this 2nd day of May, NEWTOWN TOWNSHIP, DELAWARE COUNTY, MUNICIPAL AUTHORITY: BY: Joe Sweeney, CHAIRMAN BY: BY: BY: I hereby certify that the foregoing Resolution was PASSED and APPROVED at the regular monthly meeting of the Newtown Township, Delaware County, Municipal Authority on May 2, 2016, at which meeting a Quorum was present. Ed Shrager, SECRETARY

24 JOSEPH SWEENEY CHAIRMAN MARIA KANE VICE CHAIR ED SCREGER, SECRETARY MARK KAY, TREASURER Newtown Township Municipal Authority 209 Bishop Hollow Road Newtown Square, PA MEMO J. MICHAEL SHERIDAN SOLICITOR HERBERT E. MACCOMBIE, JR., P.E. ENGINEER NEWTOWN TOWNSHIP STAFF ADMINISTRATIVE/OPERATIONS SUPPORT TO: Stephen Nease FROM: Rich Lafiata, Finance Manager DATE: 4/1/2016 SUBJECT: Dallas Data Systems I believe it is in the best interest of the Newtown Township Municipal Authority to assign Dallas Data Systems the task of issuing all quarterly sewer bills. For a minimum of two years, Dallas Data System will be responsible for generating all bills, printing, mailing and handling all service calls related to the quarterly sewer bills. The generating of the bills and service calls cost approximately $2, per month. In addition to the $2, per month, the Municipal Authority would also be responsible for the third party cost of the printing and mailing at a cost of $0.68 per bill. The Municipal Authority (Using Township staff) would be responsible for accepting payments and posting those payments to the system. SINCERELY, Rich Lafiata

25 Newtown Township Municipal Authority Policy Title: Invoice Processing Policy Policy: 2016-X Section: Fiscal Chapter: Replaces: New Policy Distribution: All Employees/Billing Processor Issued By: Municipal Authority Board Issue Date: 4/4/16 Effective Date: 4/4/16 Review Date: 4/4/16 Purpose: To establish a procedure for processing incoming sewer payments in a timely and uniform fashion. Definitions: Cash Module Computer software used to record cash payments. General Ledger - A general ledger is a complete record of financial transactions over the life of a fund. Municipal Authority Operating Account- Bank account that is held by the Newtown Municipal Authority that the sewer payments are deposited into. Payment Center Place were sewer payments are kept electronically. Receipt Proof of Payment. Utility Billing Module Computer software used to keep records on public utilities.

26 Policy: It is a policy of Newtown Township that the Utility Billing Department will apply sewer payments in the same uniform fashion for all payments submitted. Payments should be applied in the order as followed: Outstanding Penalty, Outstanding Interest, Outstanding Previous Balance, Outstanding Current Bill. If a payment is received that is OVER the current amount due, a credit will be issued to that account. If a payment is received that is UNDER the current amount, the remaining balance will show as Outstanding Previous Balance on the next bill. *While there is 2015 Outstanding Balance: Payments should be applied in the following order: Outstanding Penalty, Outstanding Interest, Outstanding Previous Balance, 2015 Current Bill, Outstanding Current Bill. If a payment is received that is OVER the amount due but NOT EQUAL to the Outstanding 2015 Balance, a credit will be applied to the account. If a payment is received that is OVER the amount due that EQUALS the Outstanding 2015 Balance that payment will be applied to the Outstanding 2015 Balance. If a Payment is received that is OVER the amount due and OVER the Outstanding 2015 Balance the payment will be applied to the Outstanding 2015 Balance and a credit for the remainder will be applied to the account. Procedures: Online Payments: 1) All payments will be applied as per policy 2) Dailey, the Utility Billing Clerk will update accounts from the Pay Center via Download File. 3) Weekly, the Finance Manager will transfer money collected by the Payment Center to the Municipal Authority Operating accounts for deposits made the prior week. Mail: 1) All payments will be applied as per policy. 2) Dailey, the Utility Billing Clerk will process all payments using Cash Modules. If receipt is requested mail receipt back 3) Dailey, the Finance Manger will update/reconcile the Cash Receipts Module with Utility Billing Module with General Ledger. In Person: 1) All payments will be applied as per policy. 2) Dailey, the Utility Billing Clerk will process all payments using Cash Modules. Receipt must be given at transaction. 3) Dailey, the Finance Manger will update/reconcile the Cash Receipts Module with Utility Billing Module with General Ledger.

27 Responsibilities: Finance Manager it is the Finance Managers responsibility to transfer money collected by the Pay Center to the Municipal Authority Operation bank account on a weekly basis. Also, the Finance Manger will update/reconcile the Cash Receipts Module with Utility Billing Module with General Ledger. Utility Billing Clerk- it is the Utility Billing Clerks responsibility to process all payments using Cash Modules giving receipts when needed per this policy. Also, the Utility Billing Clerk will update accounts from the Pay Center via Download File.

28 NAME: John Smith ACCOUNT NUMBER: BILUMAIL DATE:05/30/2016 SERVICE ADDRESS: 123 Apple Street NEWTOWN TOWNSHIP 209 Bishop Hollow Road Newtown Square, PA (610) Services Usage Total Due Now Previous Balance 2016 Quarter 1 01/01/ /31 / Assessment 15,000 Gallons $ $ Penalty Other DUE DATE: 06/30/2016 PAYMENT METHODS: TOTAL DUE:$ MAIL PAYMENT TO: Newtown Township 209 Bishop Hollow Road Newtown Square, PA IN PERSON: M-F 8:30 AM to 4:30 PM Newtown Township 209 Bishop Hollow Road Newtown Square, PA ONLINE: For online payment please visit Message: Please note new billing format. The 2015 Assessment charge is based on all 4 quarters of 2015 divided by 16 equal installments. Your total quantity usage for 2015 was 62,000 gallons. The 2015 assessment charge is calculated using the same rates as in Please Make Checks Payable to NEWTOWN TOWNSHIP PLEASE DETACH AND RETURN BOTTOM PORTION WITH YOUR PAYMENT. DO NOT FOLD OR STAPLE BILL/MAIL DATE: 05/30/2016 SERVICE ADDRESS: 123 Apple Street CUSTOMER NAME: John Smith ACCOUNT NUMBER DUE DATE 06/30/2016 TOTAL DUE $ NEWTOWN TOWNSHIP 209 BISHOP HOLLOW ROAD NEWTOWN SQUARE, PA AMOUNT ENCLOSED (To avoid late charges, payment must be received ON or BE.FORE the Due Date)