The stated meeting of the Public Works Committee of the Board of Commissioners of the Township of Abington was held on Monday, December 1, 2014 at the Township Administration Building, Abington, P A., with Commissioner Bowman presiding. CALL TO ORDER: ROLLCALL: 7:01p.m. Present: Commissioners BOWMAN, KALINOSKI, SPIEGELMAN, ZAPPONE, HECKER Township Manager LEFEVRE Assistant Legal Counsel GALLAGHER Township Engineer POWERS Director of Code Enforcement MATTEO Director ofw.w.t.p. WRIGLEY Planning & Zoning Official PENECALE Also Present: Commissioners LUKER, KLINE, SCHREBIER, JONES, SANCHEZ, MARKMAN, DiPLACIDO, MYERS MINUTES: Commissioner Bowman made a MOTION, seconded by Commissioner Kalinoski to approve the minutes ofthe October 29, 2014 Public Works Committee Meeting. Edge Hill Road/Tyson A venue- Flood Control/Street Reconstruction Project- Revised Reimbursement Agreement Commissioner Bowman made a MOTION, seconded by Commissioner Zappone to approve the Revised Reimbursement Agreement No. 064132-B with PennDOT for the Edge Hill Road/Tyson A venue Flood Control/Street Reconstruction Project in the amount of $4,632,820.83 with Abington Township responsible for $926,564.17, in which 80% of the total is reimbursed in the amount of$3,706,256.66 through Federal Funds. The cost of the project to-date for preliminary design is $886,532.08. The estimate cost of the project for final design, utility relocation costs, and right-of-way acquisition costs is $3,727,787.83. As of September 28,2014, the Township was invoiced for $1,191,110.04 for final design services. Therefore, $2,536,677.79 is remaining. The budget is $2,539,388.79. Also, MOTION to approve Pennoni Associates price proposal for Supplement 'C' of the above reference agreement in the amount of $684,451.67 which includes services for Part II Final Design. A time extension is required until May 31, 2018 to complete this work. 1
Commissioner Bowman asked for any comments from Commissioners. Commissioner Kline asked for further explanation on this item. Mr. Powers replied that the project has moved forward working on two miles of roadway on Edge Hill Road/Tyson A venue from Jenkintown Road to Easton Road. This is the final stage where 220 easements are required from residents to complete easement utility work and final design for the project required by the Township. Commissioner Bowman clarified that no work will begin until those easements are obtained. Is that correct? Mr. Powers replied that is correct. We are hoping to have those easement agreements by March, 2015. Commissioner Bowman asked are the easements mainly utility-type easements? Mr. Powers replied some are for sidewalks, location of driveways, walls and some are utility easements. Commissioner Bowman asked once the legalities are in place, what is the estimated length of time for the project? Mr. Powers replied PennDOT estimated two years. Commissioner Spiegelman asked if the estimate is two years to do the actual work; does the time extension until May 31, 2018 depend on how quickly those easements can be obtained. Mr. Powers replied that is correct. Commissioner Spiegelman asked is it possible for this project to be expedited? Ms. Gallagher replied it is moving along as quickly as PennDOT will allow and their rules require that all right-of-way acquisitions and payment for just compensation be issued before we put a shovel in the dirt. Commissioner Kline said the totals have increased marginally about $22,000. Is that correct? Mr. Powers replied that is correct. Commissioner Kline clarified that the Township will be reimbursed for 80% of the total. Is that correct? 2
Mr. Powers replied that is correct. Commissioner Bowman asked for any public comments. Michael Jones, 725 Tyson Avenue, referred to the second motion that includes time extension date of May 31, 20 18; and noted that a meeting was just held with Pennoni Associates and they indicated that final design could be completed by fall2015. If easements are obtained in one year will the extension for final design impede the beginning of construction? Mr. Powers replied that the timeframe coincides with right-of-way agreements because Pennoni may need to change design if we cannot settle with a resident and they would need to work around them. Commissioner Kline clarified that it is an estimate of how long it could take to get everything in place for final design including obtaining easement agreements, but it is anticipated to get it done sooner, but it gives the Township and Pennoni Associates an extension of time if there are future difficulties. Is that correct? Mr. Powers replied that is correct. Edge Hill Road/Tyson A venue Flood Control/Street Reconstruction Project- PennDOT Transfer Agreement Commissioner Bowman made a MOTION, seconded by Commissioner Spiegelman to approve the Transfer Agreement No. 57865 with PennDOT for the Edge Hill Road/Tyson Avenue Flood Control/Street Reconstruction Project for a portion of Edge Hill Road S.R. 2034 (Legislative Route 46118) Tyson Avenue S.R. 2036 (Legislative Route 46208) from Jenkintown Road to Easton Road. Commissioner Bowman asked for further explanation on this item. Mr. Powers replied that the Township agreed that once construction was completed and transfer agreement was in place that the Township would takeover that section of road, and it would become Township-owned roadway. Commissioner Bowman asked for any comments from Commissioners. 3
Commissioner Zappone thanked Township Manager LeFevre and Mr. Powers for attending several meetings over the past two months. Reps of PennDOT have agreed to work with Township staff and Pennoni Associates to advance this project forward. Everyone is committed to get this very-needed project completed, and he is really happy about it and so are the residents. Commissioner Bowman asked for any public comments. There were none. Refuse Disposal/Transfer Station Operation Commissioner Bowman made a MOTION, seconded by Commissioner Kalinoski to accept the alternative bid of Covanta for the operation and maintenance of the Abington Transfer Station and to haul and dispose of the Township's refuse for a period of five (5) years. Commissioner Bowman noted that the County has terminated the previous trash hauling agreement that the Township had to partake in over the past 20 years at the end of this year and the Township has to fend for itself or partner with other municipalities for trash hauling services. Covanta has been running the transfer station for quite some time and this motion is to permit them to continue to do so and also transfer the refuse that the Township collects. Commissioner Bowman asked for any comments from Commissioners. Commissioner Hecker questioned whether the three-year extension is a fixed timeframe or year-to-year at Township's discretion for up to three years. Manager LeFevre replied it is year-to-year at Township's discretion. Commissioner DiPlacido said for the increase in tonnage for each year, does that coincide with increase for the trashcan? Manager LeFevre replied potentially, but it would depend on other costs for refuse budget, and we analyze that on a year-to-year basis. Commissioner Kline asked will other municipalities in this area utilize the transfer station? 4
Manager LeFevre replied all municipalities that are currently using the transfer station have been given the option of hauling directly to Plymouth or containing it at the Abington facility. The majority will haul their trash directly to Plymouth so the volume of trash going through that facility will be reduced. Commissioner Kline clarified that the agreement also allows for Covanta to haul trash from commercial businesses. Is that correct? Manager LeFevre replied that is correct. Currently, about 3% of the refuse that is hauled to that site is from commercial businesses and, with the dissolving of waste system authority, there is no flow control, so it is undetermined as to how much of that commercial refuse will be hauled to the transfer station. Commissioner Kline asked who will be responsible for capital improvements to the transfer station when needed? Manager LeFevre replied Covanta. Commissioner Bowman asked for any public comments. There were none. Bid Award for Per Diem Uniform and Accessories Commissioner Bowman made a MOTION, seconded by Commissioner Kalinoski to accept the lowest responsible bid and enter into a contract with (the name of the company will be filled in at a later date following bid opening on December 8, 2014) to provide uniforms and accessories services to the Per Diem Union employees. Each qualified employee is eligible for $475 in value toward the purchase of uniforms and accessories as stated in the Per Diem Union Contract. Funds for the purchase of the uniforms are part of each department's budget. Commissioner Bowman asked for any comments from Commissioners. Commissioner Kline suggested that the committee pass this onto the full Board without recommendation since no company name is listed. Ms. Gallagher replied because this is just a recommendation to approve there is no legal problem with this motion. Commissioner Bowman asked for any public comments. There were none. 5
Approve Bid for the Hauling & Agricultural Utilization of Wastewater Biosolids Commissioner Bowman made a MOTION, seconded by Commissioner Spiegelman to approve and enter into a contract with Amerigreen, Inc. in the amount of$39.00 per ton pending review and approval of all documentation by the Township Solicitor. Commissioner Bowman called on Mr. Wrigley, Superintendent ofw.w.t.p. Mr. Wrigley said the existing contract expires on December 31, 2014 and this is a new contractor for the same project. Commissioner Bowman asked for any comments from Commissioners. There were none. Commissioner Bowman asked for any public comments. There were none. Approve Bid for Sanitary Sewer Internal Inspection, Rehabilitation & Repairs Commissioner Bowman made a MOTION, seconded by Commissioner Spiegelman to approve and enter into a contract with Sewer Specialty Services Company, Inc. in the amount of $486,500.00 pending review and approval of all documentation by the Township Solicitor. Commissioner Bowman called on Mr. Wrigley, Superintendent ofw.w.t.p. Mr. Wrigley said this is a contract for repairs to seal leaks in the sewer mains and laterals. Commissioner Bowman asked will there be video of the system? Mr. Wrigley replied yes. There will be video inspection of leaks and the repairs will be made as well. Commissioner Bowman asked for any comments from Commissioners. Commissioner Hecker commented that the spread on the bids was considerable; does the Township have experience working with this particular company? Mr. Wrigley replied he does not know whether the Township has, but he has worked with this company for over 20 years. Commissioner Spiegelman asked how long will it take to go through all of the existing lines to find the leaks? 6
Mr. Wrigley replied the contract term is for one year and the majority of the work will be conducted in the Keswick A venue drainage area. Commissioner Kline asked for the amount ofedu's requested. Mr. Wrigley replied it will depend on how much the flow rate drops. Commissioner Kline asked for the amount ofedu's that are currently being requested in the moratorium area of the Township? Manager LeFevre replied we submitted to Cheltenham Township a few weeks ago a request to approach DEP for approximately 120 additional EDU's for 2015 and Cheltenham is requesting a similar amount. Commissioner Kline clarified that it is just for the moratorium area. Is that correct? Manager LeFevre replied that is correct. Commissioner Bowman asked for any public comments. Lora Lehmann, 1431 Bryant Lane, asked about funds set aside for replacement of old sewers. Mr. Wrigley replied there are capital funds set aside for repairing sewers. Commissioner Bowman asked for any general comments relating to Public Works. Lora Lehmann, 1431 Bryant Lane, asked about a flood priority list. Mr. Powers replied every project has a priority number and he submits the list to the Board for approval as to when they will be done. Ms. Lehmann expressed concern that she feels there are funds in the fund balance so there is no reason to raise taxes. Commissioner Bowman explained to Ms. Lehmann that the Township had a budget deficit this year and no taxes were raised because funds from the fund balance were used to fill the gap. The trash agreement has come to an end and the fees to haul the trash have increased significantly, so there will be a $23 increase in refuse fee rate. 7
The Board passed a mechanism to place additional funds into appropriate avenues that was a recommendation made by our Finance Director, which is a best practice of Financial Officers. The Board has also addressed flooding issues by approving millions of dollars in bond issues for improvements that were made. Commissioner Zappone said since he has been on the Board for the last 14 years, taxes was only raised once. $8 million dollars was spent just in Ardsley on flood-control projects, and he addresses the concerns ofhis residents and so does every Commissioner. Pam DaSilva, 1856 Watson Road, commented that a few years ago, Brentwood Manor had drainage repair work done on the streets of Chester and Elkins A venues, and also on Marian, Crater and Hower Roads, but Watson Road was skipped. She has seen substantial soil loss and the ground around her pool is eroding and it is like a river in her yard. Rob DaSilva, 1856 Watson Road, commented that he gets water on his property at least 12 inches high. Mr. Powers replied we are putting in yard drains on Chester A venue and we will put Watson Road on the priority list. Commissioner Kline asked for the cost of that project. Mr. Powers replied about $100,000. Commissioner Kline clarified that this cannot be done right now due to the schedule of other projects. Is that correct? Mr. Powers replied that is correct. We are still working on Phase I and also working on design for the second phase. Commissioner Kline asked will the project on Chester A venue be done in the second phase? Mr. Powers replied that will be done in the first phase and has been put out for bid. Commissioner Kline questioned whether there would be any savings if the project on Watson was done at the same time as Chester Avenue project. Mr. Powers replied there could possible be some savings. 8
Commissioner Kline said ifthere is an advantage of doing this project at the same time as the Chester Avenue project, he suggested reserving a p01iion of the fund balance for that work, and if there was money leftover from the bond replenish the fund balance from the bond issue. Mr. Powers replied he will speak with Finance Director, Susan Matiza about it. Commissioner Hecker commented that he has been to the property and it is a serious situation. He has seen erosion in the backyards and the efforts the residents made to try and mitigate it, so he asked for the Board's help to move this forward as expeditiously as possible. Commissioner Spiegelman asked how long would it take for design for this project? Mr. Powers replied doing it in-house, most likely in less than a week. Commissioner Spiegelman said Commissioner Kline's idea is worth pursuing. Commissioner Jones clarified that, ifthere is no money leftover, it will be taken from fund balance. Is that correct? Mr. Powers replied that is correct, but he is not sure whether it is legal to reimburse the fund balance from money leftover from a bond issue. Commissioner Kline asked when will final payment come from the contractor for Phase I? Mr. Powers replied probably not until summer of next year. Commissioner Jones said based on Phase I and Phase II, there is a clear plan for how the Township handles these situations and we have this plan with limited funds working as best we can to make sure we get these projects done. John Ridenbaugh, 1866 Watson Road, commented that he has lived here for 15 years, and his first year there, he had about 10 inches of water come in from the backyard into the lower windows of the basement. He did some rearranging of landscaping so he is able to divert the rainwater from coming up to his house; however, when we get a bad storm, he gets 10 inches of water flooding the lower planting beds and it goes to the neighbor's yard. 9
ADJOURNMENT: 7:53p.m. Respectfully submitted, Michael LeFevre, Township Manager sev 10