Management Report - Capital Region Water

Management Report
Chief Executive Officer
Shannon G. Williams
April 2014
As of April 23, 2014
NO REPORT FOR APRIL 2014 – THIS PAGE LEFT BLANK INTENTIONALLY
Page 1 of 1
Management Report
Chief Financial Officer
Dave Nowotarski
April 2014
As of April 17
Treasurer’s & Monthly Reports:
Preparation of the Treasurer’s Report (bank
reconciliations); for the Water, Sewer, Solid Waste Facility and the Administration were
compiled. The Monthly Financial Statements including Balance Sheet and Monthly Income
Statements for all four funds were compiled and analyzed. Due to the ongoing effort to
allocate the annual budget in to a monthly format, the current financial statements do not
contain budget information. A one page Summary Report was created for all end of the
month bank balances. All Monthly Financial Reports for the month of March 2014 are now
on the Board’s ShareFile Portal.
Vendor Check Register: Check register for the month of March 2014 is now on the
Board’s ShareFile Portal.
2014 Budgets – Work continues on the budget allocation to achieve monthly budgets that
more accurately reflect the anticipated monthly results. As these reports are refined, they
will become part of the monthly Director’s report.
Daily Accounting Functions - The Finance Department continues to maintain the timely
recording and reconciliation of all accounting transactions for all accounts receivable,
accounts payable, payroll, and budget related items.
Solid Waste RRF Fund – We have received a letter from AGM regarding the expense
reserves for the Solid Waste Fund.
Customer Billing: March Bills were issued late, with the last batch being mailed April 7th.
In an effort to reduce the number of customers receiving estimated readings, operational
staff instituted an aggressive program of taking manual meter reads. We are anticipating a
high volume of customer phone calls as a result of customers getting actual reads for the
first time in several months.
AWTF Improvements Project Financing – The permanent BNR project financing, a
combination of a PennVest loan and an M&T borrowing, is anticipated to close in the
May/June timeframe.
Water Fund – The Amalgamated financing deal closed on 4/10/14. This financing replaced
the Dexia financing instrument.
Page 1 of 2
General Ledger Software Conversion – Progress continues to be made on the Munis
software conversion – account structure has been finalized and user training sessions are
to re-commence in May. Integrated purchase workflows are currently being established.
Billing Conversion – This project has moved up in priority, due to the recent issues with the
City performing the billing function and the requirements of our pending Water and Sewer
financings. The City has informed us that after 12/31/14, they will be doing their own
billing. This enables us to focus efforts on our billing conversion to the Munis system
without the complication of billing for another entity.
Lockbox Implementation – Efforts have recommenced on the Lockbox project, we are
currently evaluating the switching the remittance address of the April invoices to the
Capital Region Water name and the Lockbox address; this should enable the majority of
the utility payments to be segregated for more timely processing by CRW personnel
utilizing the COH system.
Automated Payroll System – Installation of time clock at the Water plant is complete and all
employees are currently utilizing the automated system. We continue to experience issues
and delays with getting internet service for the Waste Water time clock therefore the switch
over to the automated time keeping system is being delayed until those issues are
resolved. A revised target date for the completion of the conversion is 5/1/14.
Software/Hardware - The GIS and Financial software server has been installed at the Water
Plant. Software configurations and data transfer will be occurring over the coming months.
Page 2 of 2
Reconciled Bank Account Balances
March 31, 2014
ADMIN
Business Checking
Project Fund
Certificate of Deposit – Nat’l Civil War Museum
General Expense Account
$
$
$
$
Balance
537,949.39
56,343.72
250,000.00
-
Interest
0.75%
0.75%
0.20%
APY
0.50%
0.50%
0.20%
Bank
Metro
Metro
Metro
Metro
WATER
Water Revenue Fund
Water Operation Reserve Account
Water Contingency Account
Water Contingency Subaccount
Water Escrow Account (PSECU)
$
$
$
$
$
2,330,403.37
815,502.66
2,282,420.66
1,752,157.07
8,382.32
0.75%
0.75%
0.75%
0.75%
0%
0.50%
0.50%
0.50%
0.50%
0%
Metro
Metro
Metro
Metro
Metro
SEWER
Sewer Revenue Account
2009 Pennvest Construction Fund #73137
2009 Construction H2O PA
1998 Pennvest #78004
$
$
$
$
10,827,530.95
26,141.95
23,836.63
0.75%
0%
0%
0%
0.50%
N/A
N/A
N/A
Metro
Metro
Metro
Fulton
SOLID WASTE
Solid Waste Revenue Fund
Solid Waste Operation Reserve Account
1109 Trust Closure Fund
RRF – Construction Completion Account
Solid Waste Bond Escrow
$
$
$
$
$
1,631,765.49
-
0.75%
0%
0%
0%
0%
0.50%
0%
0%
0%
0%
Metro
Metro
Metro
Metro
Metro
Bank Statements (reconciled accounts) 04/02/14
Restricted $250,000 min/$500,000 max
Req'd Balance $685,132.00 (adjusts)
Established for Developer's escrowed monies.
Acct closed, project complete
Acct Closed 01/08/14
Acct Closed 01/08/14
Acct Closed 01/08/14
Acct Closed 01/08/14
Management Report
Director of Engineering
David Stewart
April 2014
As of April 17
Administrative/General:
Meetings: Since the last report, the following meetings have been prepared for,
attended, and/or coordinated:
o
Directors’ meetings
o
Meetings with Directors of Operations, Sewerage and Water regarding
operational issues.
o
Conference calls with Steve Hann and CDM Smith regarding CSO LTCP issues.
o
Conference calls with EPA, DEP, Steve Hann and CDM Smith regarding CSO
LTCP issues.
o
Meeting with City Planner Geoffrey Knight regarding the plan approval
process
in
light
of
the
transition
of
ownership
and
operational
responsibilities.
o
Asset Management software presentations
o
Meeting with Chesapeake Bay Foundation and RUS regarding MS4
Operational Issues (part of their outreach program for feedback to DEP and
EPA)
o
Site visit to the 14th Street sinkhole
o
Meeting with AIG adjuster and Directors re: 14th Street sinkhole
o
Meeting with Director of Operations and sewer televising specialists re:
insight into purchasing CCTV equipment
o
Meeting with Mayor Papenfuse, CoH Administration officials, and Executive
and Operations Directors re: Sinkhole responsibilities
o
Meeting with Executive Director and Fred Rimmer re: Authority infrastructure
issues
o
Meetings and conference calls with several consultants re: sinkhole
remediation program
o
Meeting with PC Construction, Pagoda, GF Bowman, Whitman, Requardt &
Asso (WRA), AECOM and Operations regarding HAWTF Improvements project
baseline schedule issues
o
Conference call with AECOM and Operations regarding HAWTF construction
sequence flexibility
o
GIS Progress Meeting
Page 1 of 4
o
Capital Region Water internal brand launch
Conferences/Training/Trade Association Meetings: Since the last report, the following
have been attended:
o
EPA Greening LTCPs - webinar
o
MS4 Documentation Workshop – York, PA
Staffing: GIS Coordinator Position – HR completed pre-screening. Interviews will be
held over the next week or two.
GIS Mapping and Asset Management Project
McKim & Creed and HRG are finalizing “clean-up” work in Areas 1 and 2. Work
continues on the location of the DeHart Mountain Line from Dauphin to the City.
HRG developed a couple of applications to assist us in the monitoring of water
meter readings and battery replacement with extremely exciting and positive
results.
RedZone Robotics began work in March. They’ve televised significant portions of the
Front Street, Paxton Creek and Spring Creek Interceptors. Operations is working
closely to optimize levels in the interceptors to the degree possible to improve
production and quality of results.
A summary of the GIS program progress and expenditures to date is provided at the
end of this report.
Water
Capital Improvement Plan:
•
Elmerton Avenue Waterline Extension – We held a site meeting with DGS, HRG
and Rogele to resolve the issues surrounding connection of Pennsylvania State
Police on March 4th. Due to uncertainty about location of lines and isolation
valves, it was agreed that the most reasonable approach is to install two line
stops (emergency valves) to enable secure isolation to minimize impact to police
operations. The approach will require additional cost as this work wasn’t
Page 2 of 4
included in Rogele’s bid, and they’ve spent significant time and effort to address
the situation. DGS agreed to split the cost, and we recommend that the Board
approve Change Order No. 3, which includes the cost of this work ($23,456.00),
which will be shared equally with DGS. Change Order No. 3 also adds 90-days of
work time to enable Rogele to complete the work on the DGS site (including the
additional DGS meter vault work). There is no additional cost associated with the
time extension. Final restoration work will be completed in the Spring. [No
Update]
Recommend the Board authorize execution of Change Order No. 3
•
Industrial Road Waterline Replacement – Soils analyses from the initial samples
revealed non-aggressive soils. HRG will work with Water Distribution to identify
better secondary sampling locations. We will proceed with additional sampling
or design based on findings. [No Update]
•
Water Relocation - Susquehanna Township Storm Sewer Project – Latest update
is that work will likely occur in May 2014. Work has apparently been delayed by
the conditions this winter. [No Update]
Sewer (Wastewater and Stormwater)
Long Term Control Plan:
We have developed a draft of the Gantt chart identifying all CSS tasks as agreed with
EPA during our March meetings. We will participate in an interactive process with
EPA and DEP to assign schedules based on staffing capabilities and affordability.
Our next technical meeting with DEP and EPA is schedule for April 29th.
We have short-listed six firms to submit cost proposals for flow and rainfall
metering services necessary to support LTCP update modeling efforts. A preproposal meeting is scheduled for April 24th.
AWTF Upgrade (BNR):
Page 3 of 4
PC Construction submitted a baseline schedule for the project, and we’ve held
multiple meetings with all three contractors and our engineers and independent
meetings with our engineers only to develop a shorter completion schedule. All
parties are working together well, and there is a clear cooperative commitment to
completing work within schedule.
AWTF – Belt Filter Press Room HVAC Issues
HRG has completed their evaluation and is nearly ready to bid the work. This work
will be included in a scope amendment to the PENNVEST loan for the 2013 HAWTF
Improvements Project.
Recommend the Board authorize execution of the professional services agreement
with HRG to address the situation.
Stormwater:
I had a follow-up meeting with with DEP SC Clean Water Program to review their
files and discuss our progress on MS4 outfall mapping. The meeting was productive,
and we will continue to work together in the development of an Individual Permit
application over the coming months. [No Update]
Solid Waste:
Steamline Abandonment:
No update.
Page 4 of 4
April 15, 2014
CRW: GIS Program
Project Development &
Base Mapping
Previous Work
- Project Understanding
- Geodatabase Req.
- Geodatabase Design
- Pilot Project
- Front St. Int. Leak Inv.
- T3 Flight & Ortho
T3 - Impervious Surface
T3 - Additional Features
- 2' Contours & Agg. Sur.
Total
Data Collection
Phase
Phase
Phase
Phase
Phase
Phase
Phase
1
2
3
4
5
6
7
Estimated
$267,500.00
$205,000.00
$300,000.00
$219,900.00
$772,500.00
Estimated
$899,699.00
$1,512,606.00
$1,025,100.00
$114,500.00
Contingency
Total
Implementation
Hardware/Software
Asset Management
Software
Asset Management
Implementation
Application Development
Implementation /
Administration / Support
Total
Other
Estimated
$336,500.00
Actual to Date
$267,500.00
$205,000.00
$219,900.00
$219,900.00
$692,400.00
Actual to Date
% of
% Work
Budget Complete
100%
100%
73%
100%
84%
52%
6%
39%
0%
0%
0%
$5,000.00
$1,654,408.54
1%
$154,034.40
100%
100%
100%
100%
100%
100%
100%
N/A
100%
91%
58%
11%
39%
0%
0%
0%
N/A
% of
% Work
Budget Complete
46%
N/A
0%
0%
0%
0%
$1,154,000.00
Estimated
$154,034.40
Actual to Date
14%
9%
77%
% of
% Work
Budget Complete
$755,911.91
$792,467.47
$56,425.53
$44,603.63
$0.00
$0.00
$0.00
Actual to Date
Estimated Cost Breakdown
% of
% Work
Budget Complete
Project Development & Base Mapping
Data Collection
Implementation
Estimated vs. Actual
$7,000,000.00
$6,000,000.00
$5,000,000.00
$4,000,000.00
$3,000,000.00
$2,000,000.00
$1,000,000.00
$0.00
Total
Total Cost
$0.00
Estimated
$8,199,998.00
Herbert, Rowland Grubic, Inc.
$0.00
Actual to Date
$2,500,842.94
Estimated
Actual to Date
Management Report
Director of Operations
Michael A. Deily
April 2014
As of April 17
General
•
Continue recruiting for vacant positions in both Divisions. Filled Maintenance
Supervisor position at AWTF. Two (2) Field Maintenance Worker positions will be filled
by the end of April.
•
Continued discussions with City Department of Public Works, Mayor and Solicitor for
collaborative efforts regarding first response to roadway emergencies in City streets.
•
Participated in Asset Management program selection.
Water Division
S. 14th Street Sinkhole
•
Addressed main breaks and service leaks in 1400 block of S. 14th Street with minimal
disruption to our customers. Employed outside contractor to replace 475 feet of water
main and 53 service laterals. Monitored location during installation. Several other sink
holes that do not appear to be related to water leaks have become evident in the area.
•
Waiting for guidance from City Engineering before final restoration of the street is
commenced.
Meter and Battery Project
•
Replaced batteries and addressed non-autoread issues for accounts greater than 50K
gallons per month. Continuing to address non-auto read meters on the basis of usage.
Currently addressing non-reads in usage category 20K to 50K gallons per month.
•
With purchase of additional touch pad reading devices, instituted procedures for
manual reading of all accounts that were not autoread in the first week of each month.
•
Collaborated with HRG GIS team, City IT and Water Division metering with development
of GIS data layers for MXU battery replacement and meters that need to be manually
read. This will enable better quantification of the number of unread accounts,
determination of malfunctions other than batteries, as well as facilitate a more orderly
distribution of meter reading assignments.
Page 1 of 2
Miscellaneous
•
Prepared response to PADEP regarding water leaks from upper reservoir that ultimately
discharge to a Municipal Separate Storm Sewer System (MS4). The issue raised by the
Department concerns a discharge of chlorinated water that could make way to a
commonwealth waterway. Dechlorination and daily monitoring of chlorine residual of
the discharge began immediately after receiving the inspection report, and
investigations to minimize leaks from the reservoir are underway.
Wastewater Division
•
Contributed in job conferences and construction sequencing meeting in regard to
treatment facility upgrade.
•
Participated in meetings and telephone conferences with regulating agencies and
consultants for Long Term Control Plan (LTCP) revisions and clarification of Nine
Minimum Control (NMC) Measures.
•
Investigated locations and feasibility of installation of remote overflow detection
devises for combined sewer overflow activation monitoring. This is in anticipation of
pending requirements that may be mandated by regulation.
•
Field Maintenance division has been diligently and promptly responding to customer
complaints. Tracking of responses, remedial activities, requirements of further action
are documented electronically in order to be migrated to the Asset Management
Program when implemented.
•
Continued shopping for CCTV equipment to assess underground assets and assist with
addressing responsibility for sink holes throughout the City.
Page 2 of 2
Management Report
Director of Administration
Jack Lausch
April 2014
As of April 17
Administrative:
-
The Consent Assessment of Civil Penalties (CACPs) document between CRW and
DEP for settlement of CEMs availability and associated air violations at the HRRF
during the second quarter 2010 through the third quarter of 2013 was fully
executed and the penalty of $39,636.10 was paid by THA. Subsequently Covanta
has reimbursed THA for the penalty.
Continue to assist the Executive Director with locating suitable office space for
current and future CRW management and administrative staff.
A meeting was held with administrative staff from all CRW facilities/locations to
discuss and begin implementation of office standards and branding.
Notifications and completion of forms for the name change are under way with
service providers and vendors.
-
Insurance:
-
-
-
The process of renewing casualty insurance for April 1 continued right up until
April 1. The process was complicated at the last minute due to issues that arose as
a result of the 14th Street sinkholes. Despite these issues we successfully renewed
the general liability, umbrella, vehicular liability and physical damage, workers
compensation, pollution liability, and public officials insurances at favorable terms
and pricing. The previously carried commercial property package and inland
marine coverage were dropped as standalone policies by rolling coverage into our
all-risk property insurance and into a new government entity crime policy.
Our general liability insurer and property insurer have been put on notice
regarding the sinkhole issues on 14th Street. Documentation of what has and is
occurring is being provided to them. Investigation of the cause is ongoing.
As requested a summary of the anticipated cost savings for CRW to insure the
AWTF Update Project via the OCIP versus the Contractor costs to provide
insurance for the project has been prepared and is available on sharefile.
Human Resources:
-
HR continues to work toward full implementation of the payroll system. Delays in
complete implementation have occurred due to issues with connectivity for the
handprint time clock at the AWTF through the City’s computer system.
Page 1 of 3
-
-
-
-
-
-
In April CRW extended job offers and/or filled the following positions: Two Field
Maintenance Workers for Wastewater will be starting on 4/28. A Service Person I at
Water was offered and accepted the position of Maintenance Worker IV at
Wastewater. Since the November 4 transition date there have been 17 new hires –
10 non-exempt and 7 exempt.
Per the CBA bargaining unit employees with sick leave balances from 2013 were
provided notice of the option to cash in unused 2013 sick leave.
The update and creation of HR procedures and forms continues.
The availability of temporary employees to assist in the battery replacement project
has been investigated. Engaging temporary employees for this project is on hold
currently as CRW’s full-time employees are meeting most of the needs based on the
present supply of batteries.
A meeting is scheduled with EBS to discuss any healthcare plan needs or issues and
the renewal process for 2015.
CRW’s comments on the latest version of the draft consolidated collective
bargaining agreement (CBA) with AFSCME were sent to our labor attorney.
Hopefully this document can be finalized by the end of April.
Former City employees have requested that CRW make available the voluntary 457
deferred compensation plans that had been offered by the City. CRW is asking that
employees, who participated in 457 Plans with the City, provide us with information
on the plans in which they participated. CRW employees have available to them a
457 deferred compensation through ING.
PMRS has been contacted to ascertain whether provisions can be put in the CRW
pension plan to allow employees to make voluntary optional contributions to their
pension plan. PMRS has stated this is possible however our plan agreement will
need to be amended. Procedures and paperwork necessary to accomplish this are
in the works.
The draft 2014 CRW Employee Handbook document is still being reviewed.
Information Technology:
-
-
As stated under HR, we are still working through issues with porting the AWTF
handprint time clock through the City’s computer system in order to communicate
this information to our payroll company. The AWTF is dependent on the City system
for internet connectivity.
Methods are being investigated to access utility billing and collection data residing
on the City system.
Page 2 of 3
-
-
-
-
Computer hardware and software is being acquired for the new employees and to
replace outdated equipment that is running Microsoft XP which is no longer
supported.
The CRW hardware and software lists are being updated to document CRW’s
inventory of equipment and programs at the main office, billing and collections,
water and wastewater.
A plan is being developed to establish a vpn to tie in all offices and facilities to one
system. Key to this occurring is the installation of a Verizon fios line to the AWTF.
This line is needed not only by CRW but also by the contractor for the AWTF.
Our consultants have been asked to provide a new plan for backup of all CRW
systems.
The evaluation of phone system needs is ongoing in order to implement a call
center type configuration.
Page 3 of 3
Management Report
Community Outreach Manager
Andrew Bliss
April 2014
As of April 17
Community Outreach
•
Spoke with residents on the 1400 block of South 14th Street updating them on the
progress of water main repairs during the weeks of 3/17 and 3/31. Worked with the
Water Quality Administrator to notify residents of the posting and lifting of boil
water advisories. Handled numerous phone calls from residents and coordinated
with appropriate staff to resolve their issues.
•
Visited Danzante Urban Arts Center on 4/10 while volunteers and staff from the
Chesapeake Bay Foundation began work on a community rain garden.
Rain
gardens are an effective way to reduce stormwater and I attended to show our
support as well as develop relationships with organizations that we could partner
with in the future on similar projects.
•
Met with Capital Area Greenbelt Association (CAGA) to discuss their upcoming
proposals to reduce stream bank erosion along Spring Creek on 3/18
•
Attended a Harrisburg Clean and Green Meeting on 4/1.
•
Attended a meeting on Shannon’s behalf at the Dauphin County Emergency
Management Agency on 4/3
Communications and Press
•
Sent out the following press releases: 3/21 Water Main Repaired, 3/22 Boil Water
Advisory Lifted, 3/31 Crews Respond to Water Main Leak, 4/1 – AWTF Upgrades, 4/2
Boil Water Advisory Lifted
•
Helped coordinate the following interviews with Shannon: WGAL 3/21, FOX43 3/21,
ABC27 3/31
•
Met with communication consultants on 3/21, 4/4 and 4/10 to coordinate needs for
the Public Launch previously scheduled for 4/22 and the new website
Page 1 of 2
•
Worked with a photographer on 4/11 to take photographs of staff and facilities for
the new website
•
Worked with staff to design new door hangers for the Water Services Unit
•
Met with Raly and Jason Li to begin work on the annual Consumer Confidence
Report
•
Social media: Switched our twitter account from The Harrisburg Authority to Capital
Region Water. Sent out an average of 1 tweet per day. Our account has gained 17
followers since March.
•
Attended a Branding standards meeting with the Administrative department to
coordinate the use of letter head and other official forms
Employee Outreach
•
Assisted with the planning and implementation of an Employee Launch meeting on
4/15 at The Civic Club of Harrisburg to introduce the new name and values of the
organization to employees.
•
Coordinated with staff updating documents and email signatures with the new
name and logo
•
Attended a Uniform Committee Meeting to participate in a discussion of future
employee uniforms
Page 2 of 2
Management Report
Document Manager
Karen McKillip
April 2014
As of April 17
Right to Know: CRW had 3 Right to Know Requests for the period 3-22-14 through 4-1714. (RTK Nos. 2014-017 thru 2014-019).
• Uploaded the 2014 RTK Log to Share File Portal on 4-17-14.
•
Fielded inquiries regarding information for homeowners’ responsibilities for sewer
laterals.
•
Fielded questions in lieu of official RTK requests.
Document Management:
•
Research and assist various consultants, legal counsel and staff requests as
needed.
•
Compliance Issues: None.
•
Transition of Water/Sewer:
•
Maintain spreadsheet on THA Vehicle/Equipment Inventory for transitioning
certificates of titles from City of Harrisburg to THA. A:\Vehicles\2014-04-17 THA
Vehicle Inventory after Transition.xls
•
Create Master Vehicle Inventory and Master Equipment Inventory for Director of
Administration to utilize with Application for Insurance coverage for THA’s
current vehicle fleet to be insured.
•
Continue working with City Administration to obtain necessary documents for
inspection and transfer of Leased Vehicles to transfer titles to CRW. Confirmed
with City that leased vehicles are still covered by City’s insurance coverage since
vehicles remained titled in the City’s name:
8 Leased Vehicles (City’s Lease thru Sun Trust Leasing) (Bryan McCutcheon
working on how to release vehicles from City’s Lease into CRW’s Name):
C-06 – 2009 Ford 250 Pickup Truck
C-09 – 2008 Chevrolet Silverado Pickup Truck
C-13 - 2009 Ford F250 4 X 4 Utility Truck
C-14 – 2009 Ford Escape Hybrid
C-15 – 2009 Chevrolet Cobalt
C-19 – 2009 Ford 250 Pickup Truck
C-21 – 2009 Case 590SM 4WD Back Hoe
V-39 – 2009 International Vactor
Page 1 of 5
Vehicle Used by Utility Billing Unit: (pending info from City as to who
purchased this vehicle? Codes or the Water Bureau)
M-1 – 2009 Chevrolet Cobalt
Pending title transfers that still need additional paperwork from the City:
C-24 - 1990 Grimmer Schmidt Air Compressor
C-28 - 1994 Grimmer Schmidt Air Compressor
C-40 - 1979 Asplundh Chipper (previously received from Parks & Rec Dept.)
Pending title and registration transfer of three boats thru the
Pennsylvania Fish & Boat Commission:
C-00 – 1989 Grumman Boat - Backup for Susquehanna River, if needed
C-12 – 2001 GENMAR Mfg Boat – Primary Boat for DeHart
C-17 – 1989 Basstracker Marine Boat – Add’l Backup Boat for DeHart
Coordinated transfer of titles and registration and refund of filing fees to tax
exempt status. Refund pending.
•
Pickup and coordinated distribution of replacement municipal plates, receipts
for return of City municipal plates to VMC and distributed updated insurance
and registration cards as titles are being received and distributed to AWTF and
Water divisions.
•
Still waiting to meet with City’s Finance Director to coordinate disposal of Fixed
Assets still shown on City’s records re: Water/Sewer Vehicle Fleet as of 12-31-13.
•
(Note: Begin transfer of title ownership from THA to CRW after approval of
Amendment to Articles of Incorporation).
Sale of RRF – Outstanding Issues Remain as of 4-17-14:
•
•
Vehicle Titles: Research info on titles previously transferred to LCSWMA that
were marked as salvaged in an attempt to confirm ownership of Yard Jockey
vehicle left at the RRF. Not THA’s nor COHs.
•
Still waiting to meet with City’s Finance Director to coordinate disposal of Fixed
Assets still shown on City’s records re: RRF Vehicle Fleet as of 12-31-13.
•
Closing documents received on 4-7-14 from Klehr Harrison from Sale of RRF
Closing held December 23, 2013. Documents need to be uploaded to ShareFile
Page 2 of 5
Portal and filed on THA’s Main Server - R:\Document Inventory\RRF Sale - Closing
Documents
•
Issue with meeting held with J. Lausch on 11-27-13 re: possible termination of
Dauphin County Site Specific Trust Agreement with Susquehanna Bank dated 919-91. (Issue remains unresolved)
Meeting Tapes:
•
•
Combined 2-26-14 Regular and 3-31-14 Special Meeting recordings with
announcement and saved to USB Drive.
•
Update Tape Directory \\Mainserver\usb\Meeting Tapes\Tape Directory.pdf
Website Update:
•
•
Research and preparation of items of priority to be uploaded to new Capital
Region Water website when launched in conjunction with new branding.
•
Perform uploads and various changes to website as needed.
•
Updated fillable pdf for CRW due to name change for RTK electronic submission
with IT Services.
•
ShareFile Extranet:
• Update and provide access to users as needed.
•
Clean Up Main Server Drives and Docstar:
Continuing moving and deleting
duplicate files within the various drives and Docstar to provide for better retrieval of
information.
•
(On-going project)
2013 Statement of Financial Interest Forms:
Maintain Annual Statement of
Financial Interest Forms for calendar year 2013 as they are returned.
Forms due
back to THA on April 1, 2014. (1Form outstanding as of 4-17-14)
•
Building Permit Fee Exemption Issue:
T/C F. Rimmer and D. Eisenberger.
Research exemption of building permit fee possibility for new AWTF Improvement
Project for additional cost savings. (Research pending 4-17-14)
•
Comcast Installation (Telephone Line for Moving Postage Machine): Assisted
Receptionist with identification of telephone lines relative to moving postage
machine to new location. Prepared memo on how jacks are being used for two
specific locations for future identification on 3-31-14.
•
Amendments to By-Laws: Research and assist with proposed amendments to ByLaws of CRW due to name change and other amendments which are proposed to
be presented to the Board at the 4-23-14 meeting. Prepare Notice to Board and
Page 3 of 5
email
notice
with
proposed
amendments
on
4-17-14.
A:\By
Laws
&
Amendments\2014-04-17 - Notice to Board Proposed By-Law Amendments.doc
Task Assignments by Executive Director:
• Office Clean Up - Contracts/Agreements, Permits, etc.: (On-going project)
•
•
•
•
Public Works Briefing Minutes: Uploaded 2-21-14 meeting minutes to ShareFile
for Board members. (No meeting in Mar 2014)
Chapter 94 Reports: No update as of the date of this report.
CD Library Directory: No update
Archived Electronic Storage of Electronic Files on THA Main and Docstar
Server and Share File Portal:
•
•
THA Main Server Purge: No update
•
Docstar Server Purge: No update.
•
Share File Portal Purge: No update
•
USB Drive Purge: (to be scheduled due to archived emails)
Met with Executive Director on 11-26-13 re: New Customer Complaint Report to be
established for better customer service due to transition and 1-888-510-0606
number from THA’s website. (Not established as of the date of this report due to
current workload. Report will be provided however, issues have been dealt with
immediately just not logged into a report yet).
•
Continued follow-up with various customers for customer service issues.
•
Capital Region Water – New Branding:
•
Met with Andrew Bliss and assisted with items affiliated with new branding, and
website
affiliated
issues
re:
www.capitalregionwater.com
launch.
A:\Website\2014-04-02 McKillip Website Priorities.docx
•
Converted all employee info within Share File to new capitalregionwater.com
email addresses. Updated name change to CRW with Share File Portal.
•
Attend Employee Launch Meeting on 4-15-14.
Administrative:
• Continue follow-up on Resolutions approved from November and December
meetings that were approved to coordinate appropriate exhibits to be attached.
(incomplete)
• Attend THA Regular Meeting held 2-26-14 at 6 PM and CRW Special Meeting held 331-14 at 1:30 PM. Prepared minutes to meeting.
Page 4 of 5
• Prepared notice to Board and advertised meeting notice for Special Mtg on 3-31-14
• Processed all materials after regular and special meetings and upload documents to
THA ShareFile as required for audit purposes.
• Coordination and preparation of agenda material and upload to THA’s ShareFile.
• Prepare and update monthly Document Manager/Right to Know Officer Report.
• Distributed agenda to Mayor, City Clerk, CEO and Receiver the day of THA regular
monthly meeting in advance of posting to THA’s website. (pending March meeting
materials due to cancellation of 3-26-14 meeting)
• Combine Manager Reports electronically and redact information from Engineering
Director Report for Executive Director Report prior to upload on website on 4-24-14.
•
Backup telephones and opened mail during absence of receptionist.
•
Out 4-24-14 thru 4-27-14 – Dauphin County Jury Duty.
• 2014 Resolution Book:
Ordered book and compiled Summary Sheet for 2014
Resolutions. Uploaded 2014 Resolutions to website as of 4-17-14.
Page 5 of 5