agenda date of meeting: place of meeting: 2. consent … · 2020-01-22 · pm, at 1 lagrange ave.,...

Dutchess County Water and Wastewater Authority January 2020 Agenda

AGENDA

DATE OF MEETING: Wednesday, January 22, 2020 4:00pm PLACE OF MEETING: 1 Lagrange Avenue, Poughkeepsie, NY 12603

1. CALL TO ORDER 2. CONSENT ITEMS a) (2020.01.A) Minutes of December 18, 2019 Regular Meeting 3. ANNUAL REORGANIZATION a) (2020.01.B) Designation of Temporary Chair b) (2020.01.C) Election of Officers c) (2020.01.D) Designate Regular Meeting Dates d) (2020.01.E) Designate Official Newspaper e) (2020.01.F) Designate Official Banks / Depositories f) (2020.01.G) Board Committee Appointments 4. CHAIRMAN’S REPORT a) Public Authority Budget Office Board Evaluations 5. OPERATION’S REPORTS a) Monthly System Operations Report b) Cooper Road MHP Water & Sewer Operations Status c) (2020.01.H) CDWTL – Award of Storage Tank Decommissioning Contract d) (2020.01.I) TVW – Award of Well Line Repair Contract 6. FINANCE REPORTS a) (2020.01.J) Approval of Warrant b) (2020.01.K) Review and Re-adoption of Procurement Policy c) (2020.01.L) Review and Re-adoption of Disposal of Property Guidelines d) (2020.01.M) Review and Re-adoption of Accounting and Banking Policy e) (2020.01.N) Review and Re-adoption of Investment Policy f) (2020.01.O) Review and Re-adoption of Employee Handbook g) (2020.01.P) Approval of Revised Arbors Water System 2020 Rate Sheet h) (2020.01.Q) Approval of Greenfields Water System 2020 Rate Sheet i) (2020.01.R) Amendment of Greenfields Sewer Bond Authorization

Dutchess County Water and Wastewater Authority January 2020 Agenda

7. CAPITAL PROJECT REPORTS

a) (2020.01.S) Adoption of Five-Year Capital Plan b) GFS WWTP Project Status

(2020.01.T) Reject Bids for PWC-GFS-2019-01 General Construction (2020.01.U) Award Contract for PWC-GFS-2019-02 Electrical Construction

c) GFS Collection System Project Status (2020.01.V) GFS Collection System Project – Amendment No 1 to Engineering Design Agreement

d) Meter Replacement Project Phase 2 Status e) Tivoli Water System Improvement Project Status f) Tivoli Sewer System Improvement Project Status g) (2020.01.W) TVS Annual Engineering Agreement – Amendment No. 1 to Add EFC

Bid Packet

8. COMMUNITY PROJECTS a) (2020.01.X) Approval of T/ of Poughkeepsie Intermunicipal Agreement – Sewer

Service for Taconic Realty b) Village of Rhinebeck Water / Sewer Evaluations c) Joint Municipal Storage Feasibility Study d) Dutchess BOCES Campus – Interconnection of Poughkeepsie Water System

9. NEW FOR CONSIDERATION 10. EXECUTIVE SESSION

a) (2020.12.Y) Open Executive Session b) (2020.12.Z) Close Executive Session

11. ADJOURNMENT - Next meeting date Wednesday, February 19, 2020 @ 4:00 pm,

at 1 Lagrange Ave., Poughkeepsie, NY 12603

DUTCHESS COUNTY WATER AND

WASTEWATER AUTHORITY UNAPPROVED MINUTES OF December 18, 2019

Board Members Present Staff Present

Tom LeGrand Bridget Barclay Rudy Vavra Jonathan Churins Mike Cotton Danielle Hardman Vince Dimaso Rich Winchester

Christine Curtis Michael Keating

Board Members Absent Larry Knapp was not in attendance.

Ex-Officer Member Eoin Wrafter – Commissioner, Dutchess County Planning and

Development was in attendance

Others Present No others were present. Meeting Open – Introductions The meeting opened at 4:00 pm. Public Comment No members of the public were present. Approval of Meeting Minutes Mike made a motion to approve the minutes of the November 06, 2019 Budget Workshop Meeting. The motion was seconded by Vince; voted on and was passed unanimously with Rudy abstaining. (Res.2019.12.A). Mike made a motion to approve the minutes of the November 20, 2019 Regular Meeting Minutes. The motion was seconded by Rudy; voted on and was passed unanimously, with Vince abstaining. (Res.2019.12.B). Chairman’s Report Bridget presented a letter, drafted at the Board’s request, to Dutchess County Executive Marcus Molinaro, Legislature Chairman Gregg Pulver and Legislature member Don Sagliano regarding the DCWWA office building designation of a polling site by the Board of Elections. DCWWA’s concerns regarding this designation were reviewed, including that the

DCWWA office lacks a place of public assembly or a community room, there is a severe disruption to staff and their ability to work, and the costs incurred because of paid time off for employees as the office must close on election days. The Board approved the letter to be sent.

Monthly System Operations Reports No questions were presented. Award of 2020 Sludge Hauling and Wet Well Cleaning Contract Rudy made a motion to award the 2020 Sludge Hauling and Wet Well Cleaning Contract to ProSeptic, LLC. The motion was seconded by Mike; voted on and passed unanimously. (Res.2019.12.C). Award of 2020 Chemical Purchase Contracts Rudy made a motion to award the 2020 Chemical Purchase Contracts. The motion was seconded by Mike; voted on and passed unanimously. (Res.2019.12.D). Award of 2020 Shore Haven Water Treatment Facility Brine Removal and Disposal Contract Rudy made a motion to award the 2020 Shore Haven Water Treatment Facility Brine Removal and Disposal Contract to TAM Enterprises. The motion was seconded by Mike; voted on and passed unanimously. (Res.2019.12.E). Award of Staircase Construction Contract at Chelsea Cove Sewer Rudy made a motion to award the 2020 Staircase Construction Contract at Chelsea Cove Sewer to N&L Landscaping, LLC. The motion was seconded by Mike; voted on and passed unanimously. (Res.2019.12.F). Finance Reports: Approval of Warrant Rudy made a motion to approve the warrant as amended. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.G). Approval of 2020 Salary Policy and Schedules DCWWA follows the County CSEA Contract which does not expire until December 2020. Rudy made a motion to approve the 2020 Salary Policy and Schedules. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.H). Approval of 2020 Water and Sewer System Budgets and Rates Rudy made a motion to approve the 2020 Water and Sewer System Budgets and Rates as presented. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.I).

Approval of 2020 Public Authorities Law Budget Report Rudy made a motion to approve the 2020 Public Authorities Law Budget Report. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.J). Approval of Amendment to Employee Handbook Rudy made a motion to approve the Amendment to the Employee Handbook. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.K). Adoption of 2020 Holiday Schedule Rudy made a motion to approve the Adoption of the 2020 Holiday Schedule. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.L). Approval of 2020 Audit and Accounting Services Agreement Rudy made a motion to approve the 2020 Audit and Accounting Services Agreement. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.M). Approval of 2020 Insurance Agreement Rudy made a motion to approve the 2020 Insurance Services Agreement. This was seconded by Mike; voted on and passed unanimously. (Res.2019.12.N). Approval of 2020 County Staff Salary Agreement Rudy made a motion to approve the 2020 County Staff Salary Support Agreement. This was seconded by Mike; voted on a passed unanimously. (Res.2019.12.O) Capital Project Reports: Pinebrook Wastewater Treatment Plant Project Status Jonathan Churins commented that the Project is nearing conclusion and that DCWWA is finalizing contract close out items. The facility is online, operational and meeting permit requirements. GFS I&I Rehabilitation Project Johnathan reported that staff has reviewed and approved a project design change, commenting that it preserves design intent while significantly reducing projected cost. This change will require easement modification at one location to go into construction. We will be submitting to regulators (EFC) for approval and will release a project schedule.

GFS WWTP Rehabilitation Project Jonathan commented that the project engineer has met with contractors that submitted bids, to review and understand high bids received for the project. Jonathan will have more to report next month. A memo was distributed regarding current project cost as compared to those projected in 2016. An updated estimate of project costs (based on bids received) and customer cost impacts were presented. Bridget noted the cost increase will have a direct impact on customer cost. DCWWA is committed to doing what it can to bring that cost to customers down. Hyde Park Phase 2 Meter Projects Status Report Bridget reviewed that the contractor Saks Metering has started a pilot project reaching out to about 60 homeowners to start scheduling appointments to replace their meters. Soon DCWWA and Saks will send notices to the rest of the Hyde Park System, including Zone D and Zone L so these customers can start getting their meters changed out. Tivoli Water System Improvements Update Michael Keating explained we have commenced design on the Tivoli Water System Improvements. Atlantic Testing has completed some subsurface testing and we should have the results soon. DCWWA is coordinating with Engineer Tighe & Bond on Well Field improvement design which is about 75% complete. DCWWA is awaiting comments from the State Health Department regarding the Storage Tank Reconstruction. Village of Rhinebeck Bridget provided the board with a verbal update. A mandatory site visit occurred on 12.11.19 which both Rich and Mike attended. Tom Legrand said he would like to see us take the system over for the Village. Tom mentioned it would be interesting to do a feasibility study and connect to the Hyde Park Regional System to the Rhinebeck system. Joint Municipal Storage Feasibility Study The Town of Poughkeepsie is working on an RFP for engineering services for the feasibility study. New for Consideration Bridget presented a proposal of a new board meeting schedule. She commented that on months the meeting falls on the 15th or 16th it is difficult to produce the monthly warrant within the time provided. Adjusting the schedule will allow for more time for review of accounts payable and preparation of the warrant in those months. This will be presented to the Board for approval at the January meeting. Executive Session: There was no Executive Session held.

Motion to Adjourn: At 4:39 pm Tom made a motion to adjourn. This was seconded by Vince, voted on and passed unanimously. The next regular board meeting date is on Wednesday, January 22, 2020 at 4:00 pm, at 1 Lagrange Ave., Poughkeepsie, NY 12603. Respectfully submitted, Danielle Hardman, Senior Typist Resolutions

1. (2019.12.A) Approval of Minutes of November 06, 2019 Budget Workshop Board Meeting

2. (2019.12.B) Approval of Minutes of November 20, 2019 Regular Board Meeting

3. (2019.12.C) Award of 2020 Sludge Hauling and Wet Well Cleaning Contract

4. (2019.12.D) Award of 2020 Chemical Purchase Contract 5. (2019.12.E) Award of 2020 Brine Hauling Contract 6. (2019.12.F) Award of Contract – CCS Staircase Renovation 7. (2019.12.G) Approval of Warrant 8. (2019.12.H) Adoption of 2020 Salary Policy and Schedules 9. (2019.12.I) Adoption of 2020 System Budgets and Rates 10. (2019.12.J) Approval of 2020 Public Authorities Law Budget Report 11. (2019.12.K) Approval of Amendment to Employee Handbook 12. (2019.12.L) Adoption of 2020 Holiday Schedule 13. (2019.12.M) Authorize Audit and Accounting Services Agreement 14. (2019.12.N) Authorize Insurance Services Agreement 15. (2019.12.O) Authorize Annual County Staff Salary Assistance Agreement 16. (2019.12.P) Open Executive Session – not used 17. (2019.12.Q) Close Executive Session – not used

RESOLUTION NO. 2020.01.A Authority Board – DCWWA

January 22, 2020 Meeting

APPROVAL OF MINUTES

____________________ offers the following resolution and moves its adoption:

Approval of minutes of December 18, 2019 Regular Meeting

Seconded by _________________________

Record of Vote: Aye Nay

Thomas LeGrand ___ ___

Vincent DiMaso ___ ___

Larry Knapp ___ ___

Rudy Vavra ___ ___

Michael Cotton ___ ___

RESOLUTION NO. 2020.01.B Authority Board – DCWWA


DESIGNATION OF TEMPORARY CHAIR


THEREFORE BE IT RESOLVED THAT; Bridget Barclay be appointed temporary chair for the

purpose of conducting the annual election of officers.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.C Authority Board – DCWWA


ELECTION OF OFFICERS

___________________ offers the following resolution and moves its adoption:

RESOLVED; that the following be nominated for the offices of the Authority for 2020:

Chair: Thomas LeGrand

Vice Chair: Vincent DiMaso

Treasurer: Rudy Vavra

Secretary: Larry Knapp

BE IT FURTHER RESOLVED THAT; nominations be closed, and that the previous noted

persons be elected to the respective offices.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.D Authority Board – DCWWA

January , 22 2020 Meeting

DESIGNATE REGULAR MEETING DATES


BE IT RESOLVED THAT; the regular meetings of the Authority shall be at 4:00 pm at 1

Lagrange Avenue, Poughkeepsie, NY on the following dates:

Proposed 2020 Board Meeting Dates

Notes

1/22/2020 MOVE TO 4TH WEDNESDAY

2/19/2020 3rd Wednesday









11/4/2020 Budget Workshop


12/17 OR 12/18 Thurs or Friday of 3rd Week

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.E Authority Board – DCWWA


DESIGNATE OFFICIAL NEWSPAPER


BE IT RESOLVED THAT; the Poughkeepsie Journal be designated as the Official Paper for

the Dutchess County Water and Wastewater Authority.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.F Authority Board – DCWWA


DESIGNATION OF BANKS/DEPOSITORIES


RESOLVED; the Official Banks/Depositories for the Authority be as follows:

The Bank of New York Mellon

M&T Bank

JPMorgan Chase

TD Bank North

BE IT FURTHER RESOLVED THAT; the Executive Director or Deputy Director be

authorized to execute all necessary agreements to maintain accounts.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.G Authority Board - DCWWA


COMMITTEE APPOINTMENTS: GOVERNANCE, AUDIT, FINANCE,

OPERATIONS AND PERSONNEL


BE IT RESOLVED THAT; the following Board Members be appointed to serve on the

committees of the Authority as noted below, effective January 1, 2020:

Governance Committee:

Rudy Vavra (Chair)

Michael Cotton

Thomas LeGrand (Ex-officio)

Audit Committee:

Michael Cotton (Chair)

Vincent DiMaso


Finance Committee:

Vincent DiMaso (Chair)

Rudy Vavra


Operations/Capital Projects Committee:

Larry Knapp (Chair)

Mike Cotton


Personnel Committee:

Larry Knapp (Chair)

Vincent DiMaso


Seconded by _________________________




LarryKnapp ___ ___

Rudy Vavra ___ ___


TO:

FROM:

DATE:

ATTENDEES: Winchester, R.

Cody, N Goettel, G. Houghtaling, B.

Petit, A. Coon, Jr., L. Ryan C

JAN FEB MAR APR MAY JUN

955,700 999,000 924,000 880,000 936,000 999,000

JUL AUG SEP OCT NOV DEC

1,090,000 919,000 987,000 947,000 845,000 786,000


110,100 116,700 108,900 103,000 110,000 118,000


133,000 139,300 146,900 139,600 119,000 110,800

Hyde Park Regional

(Zones A, B, C, D, L)

Staatsburg (Zone C)

Status of Current Work Items:

1. Valve inspections for River Ridge. Cont.

Note: All testing aspects are in compliance.


1. Cl2 analyzer sent out for maintenance.

2. Need to investigate leaks in superpulsator

walls. North and South completed, awaiting

report.

3. Annual back-flow preventor testing completed.

4. Main break on River Road. Repaired


Systems Operation ReportDecember 2019

Tue. January 7, 2020

Authority Board

Rich Winchester

Staatsburg

Average Daily Water Usage 1

95,000115,000135,000155,000175,000195,000215,000235,000

January April July October

2015

2017

2018

2019

Hyde Park Regional

Avg. Daily Water Production

850,000950,000

1,050,0001,150,0001,250,000


2016

2017

2018

2019

1

Schreiber (Zone E)


2,800 2,700 2,600 2,800 2,800 2,900


2,700 2,600 2,500 2,200 2,200 2,000

Rokeby (Zone F)


6,800 63,200 6,200 6,500 6,900 7,600


7,000 6,500 6,600 6,500 6,500 6,400

Valley Dale Water


23,800 22,500 23,900 22,800 25,800 28,700


30,200 25,000 34,000 21,600 23,100 24,000


1. Well #2 out of service due to low yeild and

quallity of water.

2. High RAD's sample result. Standard

monitouring will require additional sampling.



1. Sulphur smell in the drinking water.



1. Well #3, #5 and #6 O.S. Well evaluation

scheduled.


Schreiber

Average Daily Water Production 1

1,0001,9002,8003,7004,600


2016

2017

2018

2019

Rokeby

Average Daily Water Production 1 5,0006,0007,0008,0009,00010,000


2016

2017

2018

2019

3

Valley Dale Water


20,000

30,000

40,000


2016

2017

2018

2019

2

Valley Dale WW (S.D. #2)


19,000 45,000 33,825 35,228 43,984 30,769


22,024 14,100 13,684 14,434 25,813 40,019

Chelsea Cove WW (S.D. #1)


97,000 95,000 95,000 94,000 98,000 93,000


84,000 105,000 77,000 77,000 115,000 146,000

Dalton Farms Water (Zone H)


103,400 95,070 99,354 89,676 90,554 96,876


101,167 95,738 93,760 88,780 107,743 96,800


1. Well 5A out of service.

2. Brush hogging needed. Evaluating estimates.



1. Blowers 1 is out of service. Seal fail

2. Post air blower evaluation ongoing.

3. New gate and fencing installed.

4. Primary pump evaluation ongoing.



1. Infuent pump issues under review. Pump

#3 O.S. Removed. Pump#2 repaired under

warranty and installed.

2. Dechlor pilot testing completed.

3. *High flow at plant from recent rain causing

high tank alarms. I&I study needed.

* Monthly flow ave over limit*

Dalton Farms Water


70,00080,00090,000

100,000110,000120,000


2016

2017

2018

2019

Chelsea Cove Wastewater

Average Daily Flow 1

55,00065,00075,00085,00095,000


2016

2017

2018

2019

Valley Dale Wastewater


5,00015,00025,00035,00045,00055,000


2016

2017

2018

2019

3

Dalton Farms WW (S.D. #3)


115,000 98,000 102,000 111,000 128,000 117,000


108,000 106,000 106,000 103,000 141,000 190,000

CDWTL


1,254,065 1,003,536 1,088,258 1,231,733 1,420,548 1,446,200


1,581,742 1,550,806 1,603,700 1,648,645 1,635,300 1,435,000

Shore Haven (Zone J)


20,903 20,500 20,400 20,300 21,400 21,600


23,900 23,100 20,100 18,400 18,600 18,400


1. Corrosion Control Action is on hold.

2. RPZ installed on backwash line as directed by

DOH. Awaiting design approval.

Note: All testing aspects are in compliance With

the exception of Gross Alpha. Notification is

being reviewed by DOH.


1. Sample hydrant D needs repair.

2. Heater in amonia and Cl2 rooms need servicing

or replacement. In progress.

3. Jeep O.S. for repair. Completed


1. Interior painting in progress

2. Vent fan 3 is out of service.

3. EQ tanks in need of cleaning. Estimate from

Earth Care.

4. Sand filter cells 2 and 3 need sand.

5.West Clarifier sludge collector is O.S. Awaiting

parts and demo of collector system.

6. Dosing box repair needed. Requested quote.

7. Willow tree has been trimmed away from

building.

Shore Haven


10,00015,00020,00025,00030,000


2016

2017

2018

2019

Central Dutchess Water


850,000

1,050,000

1,250,000

1,450,000

1,650,0002016

2017

2018

2019

Dalton Farms Wastewater


75,00085,00095,000

105,000115,000125,000135,000


2016

2017

2018

2019

4

Birch Hill (Zone K)


13,600 12,141 13,365 13,236 14,246 16,460


15,686 12,590 15,096 15,388 14,417 13,700

Fairways Water (Zone M)


4,600 4,100 4,500 4,800 5,900 6,200


8,500 6,900 5,400 4,500 4,700 4,200

Fairways WW (S.D. #6)




1. Piping in plant will need to be replaced.

Valves are now operable. Replacement plan

being discussed.



1. Filter performance review needed. Price from

manufacturer has been provided.

2. Alarm calls under review. Control panel repair

performed.



1. Pump #2 Pit #3 pump needs to be replaced

2. Pump #1 in Pit #1 piping needs to be Replaced.

Does not produce flow.

Estimates recieved and under review.

Note:

Wastewater flow is not metered.

Fairways


2,5004,0005,5007,0008,500


2016

2017

2018

2019

Birch Hill


10,000

15,000


2016

2017

2018

2019

5

Quaker Hill (Zone U)


16,400 16,900 16,400 15,700 18,500 22,300


26,100 24,300 20,100 18,600 16,500 16,000

Pinebrook Water (Zone R)


16,800 17,300 17,400 15,400 14,200 16,400


16,100 17,900 16,500 14,900 16,300 17,600

Pinebrook WW (S.D. #7)


13,354 12,700 12,550 12,871 13,100 14,100


13,000 14,900 13,300 13,600 13,900 15,300


1. Softener is on stand by

2. Well #1 back online Well #3 on stand by.

.


1.Need to perform GWUDI testing for both wells,

Awaiting DOH approval of sampling plan. DOH

did not approve.



1. New plant is online as of 3/11-19

2. Alarm calls under review. (Telcom)


Pinebrook

Average Daily Sewer Production 1

2,0007,000

12,00017,00022,00027,000


2016

2017

2018

2019

Pinebrook Water


10,00015,00020,00025,00030,00035,000


2016

2017

2018

2019

Quaker Hill Water


015,00030,00045,00060,00075,000


2016

2017

2018

2019

6

Arbors (Zone O)


22,300 20,400 20,800 22,600 20,000 22,200


22,500 21,400 21,000 21,700 20,000 19,300

Greenfields WW (S.D. #8)


119,774 114,321 93,290 89,833 123,000 48,900


45,700 42,500 42,200 65,870 118,500 139,500

Greenfields Water (Zone S & T)


49,600 48,300 48,477 48,100 50,600 54,700


53,700 50,500 52,100 51,700 54,800 52,900


1. Well #12 on stand by.

2. Planning to replace leaking piping @ old PSI

Tank inside WTP.

3. Booster pump #1 O.S. Pump has been received.

Collecting prices for installation.



Operations normal.

1. HPR staff recomends replacing master meter.

2. Ross Valve service recommended.



1. Repair needed on frame for south RBC.

2. Dosing tank control panel - repair needed

3. Blower #2 is out of service. #1 is leaking oil.

DCWWA staff wired blower 2 to contact for

blower 1. Blower 2 in service.

* Monthly Flow AVE over permit limit *


Greenfields Water


25,000

35,000

45,000

55,000

65,000


2016

2017

2018

2019

Greenfields Wastewater


14,00044,00074,000

104,000134,000164,000194,000


2016

2017

2018

2019

Arbors


10,000

20,000

30,000


2016

2017

2018

2019

7

Greenbush Water/Violet Ave. (Zone Q)


75,700 83,700 81,100 77,600 80,800 81,800


93,200 78,300 51,400 48,300 51,900 48,600

Vanderburgh Cove Sewer North


13,836 8,456 4,732 1,043 2,949 1,247


2,138 2,527 806 1,706 2,236 3,425

Vanderburgh Cove Sewer South


3,317 16,464 2,616 2,455 2,387 723


795 1,895 2,796 2,923 3,265 4,249


1. All testing is in compliance.


1.Control board for generator needs replacing.

2. Flow meter accuracy under review.


1. DBP results under review.


Greenbush Water


25,00040,00055,00070,000


2016

2017

2018

2019

Vanderburgh Cove South


1,0006,000

11,00016,000


2018

2019

Vanderburgh Cove North


1,0005,0009,000

13,000


2018

2019

8

Tivoli Water



82,840 74,690 81,760 78,200 69,290 73,510

Tivoli Sewer



62,000 74,000 43,000 84,000 87,100 100,000

Additional Notes/Comments:

Cooper Road Ops

Sewer BOD 68 over limit of 25 TSS 19 under limit of 25 FC Pass

Water TC Pass Well#1 Fe <0.2 Well#2 Fe 2.1 Entry Fe 0.93 Limit 0.3

OPS monthly pricing from E.C. $2145 LCO. $1250


1. System flushing completed 1/13-1/14

2. Sample plan under review.

3. Water main replacement engineering under

way.

4. Well field improvement project in progress.

5. Leak at Woodmarc well field. Confirmed


1. High flow continues, due to I&I.

2. Operations and process under review.

3. Reed bed maintenance needed.

4. Generator is O.S., needs to be repaired.

Tivoli


1,00021,00041,00061,00081,000


Column 10

Column 11

Tivoli


1,00021,00041,00061,00081,000


Column 10

2019

9

RESOLUTION NO. 2020.01.H Authority Board – DCWWA

January 22, 2020 meeting

AWARD OF ABOVE GROUND STORAGE TANK DECOMISSIONING CONTRACT

AT THE CENTRAL DUTCHESS TRANSMISSION LINE

_______________ offers the following resolution and moves its adoption:

WHEREAS, the Dutchess County Water and Wastewater Authority (Authority) received a proposal on

December 5, 2019 for the decommissioning of two (2) Above Ground Storage Tank Systems located at

Central Dutchess Transmission Line in accordance with the Authority’s procurement policy for public

works with a contract value less than or equal to $35,000.00 as follows:

Proposer Amount

1. TTI Environmental, Inc, Moorestown, NJ $19,532.00

WHEREAS, Staff has made a good faith effort by requesting proposals from a total of four (4) responsible

contractors and whereby only the above contractor has responded and staff has exhausted all other resources

to research other companies that do this type of work, staff has subsequently reviewed the proposal received

with management and thereby recommends award to TTI Environmental, Inc.; and

WHEREAS, the Board has reviewed the recommendation of the staff and considered the benefits to the

Authority,

THEREFORE, BE IT RESOLVED THAT; the Board hereby authorizes the Executive Director or Deputy

Director to execute a contract with TTI Environmental, Inc. for the price of $19,532.00.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.1. Authority Board – DCWWA


AWARD OF WELL LINE REPAIR CONTRACT AT TIVOLI WATER SYSTEM


WHEREAS, the Dutchess County Water and Wastewater Authority (Authority) received proposals

between December 13, 2019 and January 7, 2020 for the exploratory search and repair of a 4” HDPE well

line at the Woodmarc well site in the Tivoli Water System in accordance with the Authority’s procurement

policy for public works with a contract value less than or equal to $35,000.00 as follows:

Proposer Amount

1. Amity Construction Corp, Poughkeepsie, NY $13,193.77

2. D.J. Vosburgh Enterprises LLC, Rhinebeck, NY $14,760.00

3. Thomas Gleason Inc., Poughkeepsie, NY $21,500.00

4. Frank Vosburgh & Sons, Inc., Rhinebeck, NY $10,200.00

WHEREAS, Staff has subsequently reviewed the proposals received and recommends award to Frank

Vosburgh & Sons, Inc.; and

WHEREAS, the Board has reviewed the recommendation of the staff and considered the benefits to the

Authority,

THEREFORE, BE IT RESOLVED THAT; the Board hereby authorizes the Executive Director or Deputy

Director to execute a contract with Frank Vosburgh & Sons, Inc. for the price of $10,200.00.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2019.12.G Authority Board - DCWWA


APPROVAL OF WARRANT

______________________ offers the following resolution and moves its adoption:

Approval of warrant, as presented

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


DUTCHESS COUNTY WATER AND WASTEWATER AUTHORITY GOODS AND SERVICES PROCUREMENT POLICY

Proposed January 2020 1.0 - Purpose and Scope of Policy Statement This policy statement is intended to further the objective of ensuring the prudent and economical use of public monies, facilitating the acquisition of goods and services of maximum quality at the lowest possible cost and to guard against favoritism, improvidence, extravagance, fraud and corruption. This policy addresses the legal and procedural requirements for competitive bidding; defines those instances of procurements of goods and services that are not subject to competitive bidding by law and establishes the alternative procedures to be followed in such instances. 2.0 - Annual Review and Adoption by the Authority Board This policy statement shall be annually reviewed and adopted by a resolution of the Authority Board. Included in such annual adoption resolution, the Authority Board identifies the following Authority employees as responsible for authorizing procurements not requiring Board approval, as provided by this Policy:

Executive Director Deputy Director Fiscal Officer or designee Director of Operations or designee

Further, the Board also designates, by virtue of such resolution, the following Authority employees as responsible for the opening of all competitive bids received by the Authority:

Executive Director Deputy Director or designee Fiscal Officer or designee Director of Operations or designee Project Manager or designee

3.0 – General 3.1 Documentation For all procurements it is important that adequate documentation be provided to demonstrate that all policy requirements were followed. In instances where the specified number of verbal or written price quotes has not been obtained, documentation must be provided of a good faith effort to obtain the required number of quotes. For all

procurements not subject to competitive bidding requirements, documentation and justification must be provided for any contract awarded to other than the lowest dollar proposer. 3.2 - Equal Opportunity Employment (EOE) and Minority/Women-Owned Business Enterprise (MWBE) Opportunity Requirements Pursuant to Section 1138 of the Authority’s Enabling Statute, the Authority, in awarding contracts for design, construction, services or materials shall ensure that all employees and applicants for employment are afforded equal opportunity without discrimination. Further, for the purposes of Article 15-A of the Executive Law, the Authority shall be deemed a state agency. Accordingly, the Authority must comply with the requirements of:

Executive Law Section 312 regarding equal opportunity for minority groups and women in bid proposals and contracts:

o For labor, services (including but not limited to legal, financial and other professional services,) supplies, equipment, materials or any combination of same where the proposed contract exceeds $25,000, and

o For acquisition, construction, demolition, replacement, major repair or renovation of real property where the proposed contract exceeds $100,000.

Executive Law Section 313 regarding minority and women owned business

opportunity in bid proposals and contracts for acquisition, construction, demolition, replacement, major repair or renovation of real property where the proposed contract exceeds $100,000.

3.3 - Procurements funded by Outside Programs or Agencies For any procurement funded with dollars provided for that purpose to the Authority by Dutchess County or any other outside party or funding program, additional requirements may apply to that procurement. In the event of inconsistencies or conflicts in the requirements, the more stringent requirements shall govern the procurement process. 3.4 – Emergency Circumstances In accordance with General Municipal Law Sect. 103(4), in the event of an Emergency, the procurement requirements may be waived, and purchases of supplies, material or equipment and/or contracts for public works or professional services may be authorized by the Executive Director, Deputy Director, Director of Operations or Fiscal Officer. General Municipal Law Sect. 103(4) defines “Emergency” as arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety or property of the inhabitants of a political subdivision or district therein, require immediate action.

In the event such an Emergency requires the purchase of goods or material of less than or equal to $20,000, or a contract for public works or professional services of less than or equal to $35,000, notification of the Emergency and the resultant procurements shall be made to the Authority Board at its next meeting. Such notification shall provide sufficient documentation to substantiate the existence of an Emergency. In the event such an Emergency requires the purchase of goods or material of greater than $20,000, or a contract for public works or professional services of greater than $35,000, notification of the Emergency shall be made to the Authority Board Chairman a soon as is reasonably possible, and to the full Authority Board at its next meeting. Such notification shall provide sufficient documentation to substantiate the existence of an Emergency. At such meeting a resolution will be presented for the Board’s consideration to confirm the existence of an emergency and to ratify the action of the appropriate officer in authorizing the procurement. 3.5 - Purchases through Dutchess County or NYS Office of General Services

In accordance with GML Sect. 103(3) the Authority may make purchases of goods, or may contract for services, other than services subject to article eight or nine of the labor law (e.g., those subject to prevailing wage requirements), when available, through Dutchess County without solicitation of price quotes or competitive bidding. In accordance with GML Sect. 104, the Authority may make purchases of goods (except for printed materials), or contract for some services, through the NYS Office of General Services (OGS) provided that such purchase exceed five hundred dollars, without solicitation of price quotes or competitive bidding. However, in the event that the Authority has solicited and received bids for goods or services, no purchase of goods or contract for services can be made through the County or NYS OGS unless such purchase may be made or the contract for such services may be entered into upon the same terms, conditions and specifications at a lower price through the County or NYS OGS. 3.6 - Sole Source Procurements In cases where a reasonably exhaustive and documented search discloses that a good or service is available from only one vendor; where there is common knowledge of the existence of a monopolistic situation for a particular good or service being sought; or in cases where sales/distribution territories are assigned by or recognized by the manufacturer of a good or service being sought, that good or service may be purchased from a single identified vendor without competitive bidding or solicitation of quotations. Determination of sole source status shall be at the discretion of the Executive Director or Deputy Director, or their respective designees. 3.7 – Preferred Source Procurements In accordance with NYS Finance Law Section 162 the Authority will purchase certain approved products and services from designated “preferred sources,” if a preferred source offering meets the Authority’s needs for form, function and utility. Procurement from a

designated preferred source supersedes the competitive bidding procedures otherwise required. A list of Preferred Source Offerings is maintained by the New York State Office of General Services. https://nyspro.ogs.ny.gov/content/buying-preferred-source-0 4.0 - Purchase of Goods and Materials 4.1 – General Provisions The following provisions apply to all purchases of goods and materials regardless of cost. 4.1.1 - Standardization of Equipment, Materials or Supplies

In accordance with GML Sect. 103(5), the Authority Board may, upon the adoption of a resolution by a vote of at least three-fifths of all the members, determine that, for reasons of efficiency or economy, there is need for standardization, and may award a purchase contract for a particular type or kind of equipment, material or supplies, including for proprietary equipment, materials or supplies, to the lowest responsible bidder. Such a resolution shall contain a full explanation of the reasons for its adoption.

4.1.2 – Purchase of Surplus and Second-hand Supplies, Material or Equipment

In accordance with GML Sect. 103(6), surplus and second-hand supplies, material or equipment may be purchased without competitive bidding from the federal government, the state of New York or from any other political subdivision, district or public benefit corporation.

4.1.3 – Purchase of Recycled Products

In accordance with GML Sect. 104-a, when purchasing products the Authority may, wherever recycled products meet contract specifications and the price of such products is reasonably competitive, purchase such products.

4.2 – Purchases of Goods and Materials Less Than or Equal to $20,000 4.2.1 – Procurement Requirements

Except as may be otherwise allowed by Sections 3.4, 3.5, 3.6, 3.7, 4.1, or 4.2.2 of this Policy, all purchases of good and materials of less than or equal to $20,000 must be procured in accordance with the following requirements: Purchases of $500 or less – No price quotes or purchase orders are required. Purchases of > $500 to $1,000 – No price quotes required. Purchase shall be

authorized by a Purchase Order.

Purchases of > $1,000 to $5,000 – Verbal quotes from three responsible and responsive vendors (if available) are required. Purchase shall be authorized by a Purchase Order.

Purchases of >$5,000 to $20,000 –Written price quotes from three responsible and responsive vendors (if available) are required. Purchase shall be authorized by a Purchase Order.

4.2.2 - Special exceptions per GML Sect.104-b(2)(g)

The Authority Board may, in its sole discretion, identify specific circumstances when, or types of procurements for which, the solicitation of alternative proposals or quotations will not be in the best interest of the Authority. Such exceptions shall be established by resolution of the Authority Board.

4.3 – Purchases of Goods and Materials Greater Than $20,000 Except as may be otherwise allowed by Sections 3.4, 3.5, 3.6, 3.7 or 4.1 of this Policy, all purchases of goods and materials greater than $20,000 must be procured pursuant to a competitive bidding process, with the purchase contract award authorized by a resolution of the Authority Board. Competitive bidding processes must be carried out in compliance with all provisions of General Municipal Law Section 103. 5.0 - Purchase of Public Works Services 5.1 - Public Works Services Less Than or Equal to $35,000 5.1.1 – Procurement Requirements

Except as may be otherwise allowed by Sections 3.4, 3.5, 3.6, 3.7 or 5.1.2 of this Policy, all public works services of less than or equal to $35,000 must be procured in accordance with the following requirements: Procurements of $1,000 or less – No price quotes are required, and services

shall be authorized with a Public Works Service Order. Procurements of > $1,001 to $5,000 - Verbal quotes from three responsible

and responsive vendors (if available) are required and services shall be authorized by a Public Works Service Order.

Procurements of > $5,000 to $35,000 – A written scope of work is to be prepared and written quotes from three responsible and responsive vendors (if available) are required; o From > $5,000 to $10,000 services shall be authorized by a contract

approved by an Authority staff person empowered to do so by Section 2.0 of this Policy.

o From > $10,000 to $35,000 services shall be authorized by a contract approved by resolution of the Authority Board.

5.1.2 - Special exceptions per GML Sect.104-b(2)(g)

The Authority Board may, in its sole discretion, identify specific circumstances when, or types of procurements for which, the solicitation of alternative proposals or quotations will not be in the best interest of the Authority. Such exceptions shall be established by resolution of the Authority Board. 5.1.2.1 – Special Exception for Work to be Performed by Contract Operator

By adoption of the resolution establishing this Procurement Policy, the Authority Board hereby establishes the following special exception for work to be performed by Contract Operator:

From time to time it may be necessary to perform work at an operating water or sewer system in a manner that does not interfere with ongoing operations and/or that calls for a special familiarity with the system. In such instances, the Executive Director, Deputy Director or Director of Operations may authorize such work to be performed by the independent operator under contract to the Authority to operate said system, without the solicitation of alternative proposals or quotations otherwise required by this policy. For any scope of work to be performed pursuant to such an agreement and

where total fees are anticipated to be $2,500 or less no additional documentation is required.

For services in excess of $2,500 but less than or equal to $35,000 the Executive Director, Deputy Director or Director of Operations shall execute a project specific “Work Order” specifying scope of work, maximum duration and lump sum or estimated not-to-exceed costs.

5.2 – Public Works Services Greater than $35,000

Except as may be otherwise allowed by Section 3.4, 3.5, 3.6 or 3.7 of this

Policy, all contracts for services greater than $35,000 must be procured pursuant to a competitive bidding process, with the contract award authorized by a resolution of the Authority Board. Competitive bidding processes must be carried out in compliance with all provisions of General Municipal Law Section 103.

Wicks Law Requirements – In accordance with GML Sect. 101, for all building projects in excess of $500,000, the Authority will prepare separate specifications for the following divisions of work in addition to the general construction contract: plumbing; HVAC; and electrical. These divisions will be bid separately, and contracts awarded to the respective low bidders for each division. For bidding projects not in excess of $500,000, the Authority will require all bidders to submit, in a separate sealed envelope, names of all subcontractors to be utilized to perform these divisions of work and the agreed upon amounts to be paid to each. Subsequent to bid award, no changes to the

subcontractors used, or amount paid, will be allowed without the Authority’s approval.

6.0 - Professional Services 6.1 – General Provisions 6.1.1 - Qualification Based Selection

Where it is deemed to be in the best interest of the Authority to do so, Professional Services may be procured through a qualification based selection process wherein firms will be pre-qualified to provide selected services based on their experience, past performance, ability to undertake the work, financial capability, and their reliability. A good faith effort shall be made to qualify a minimum of three responsible and responsive firms (if available.) Price proposals will be considered only from pre-qualified firms.

6.1.2 – Multi-Year Agreements

Where a professional services contract provides an option for renewal, all provisions for the same may be fully exhausted before the particular service shall be subject to a subsequent request for proposals. Annual contracts subject to renewal must be reviewed and approved by the Authority Board. Professional service agreements shall not be for a total term, including all renewals, of longer than five years.

6.2 – Professional Services Less Than or Equal to $35,000 6.2.1 – Professional Services of Less Than or Equal to $10,000

No price quotes are required. Services shall be authorized by a Professional Services Letter Agreement approved by an Authority staff person empowered to do so by Section 2.0 of this Policy.

6.2.1 – Professional Services of > $10,000 to $35,000

Except as may be otherwise allowed by Sections 3.4, 3.5, 3.6 or 6.1 of this Policy, a written scope of services is to be prepared and written quotes from three responsible and responsive firms (if available) are required. Services shall be authorized by a Professional Services Letter Agreement approved by resolution of the Authority Board.

6.2.2 - Services provided pursuant to Annual Professional Services Agreements

The Authority annually contracts for general legal, engineering, surveying and financial advisory services, and for general engineering services specific to each water and sewer system owned by the Authority.

For any scope of work to be performed pursuant to such an agreement and where total fees are anticipated to be $2,500 or less no additional documentation is required.

For services in excess of $2,500 but less than or equal to $35,000 the Executive Director, Deputy Director or Director of Operations shall execute a project specific “Task Order” specifying scope of work and lump sum or estimated not to exceed costs.

6.3 – Professional Services Greater than $35,000 6.3.1 – Procurement Requirements

Except as may be otherwise allowed by Sections 3.4, 3.5, 3.6, 6.1 or 6.3.2 of this Policy, all contracts for services greater than $35,000 must be procured pursuant to a formal Request for Proposals (RFP) process, with the contract award authorized by a resolution of the Authority Board. Contracts shall be awarded on the basis of “Best Value” to a responsive and responsible proposer whose proposal optimizes quality, cost and efficiency, and in accordance with such additional procedures as may be established by the Authority. 6.3.1.1 Best Value Evaluation Procedures Procurement solicitation documents shall specify the evaluation criteria to be used, which shall be objective and quantifiable. The solicitation shall describe the general manner in which the evaluation and award of offers will be conducted and identify the relative importance or weighting of technical and cost factors. For purposes of Best Value award, a responsive proposer is one meeting the minimum specifications established in the procurement solicitation. A Proposal Evaluation Review Committee shall be made up of three members, consisting of a Board Member, Executive Director (or designee) and the project manager. The Board Chairperson may appoint a temporary substitute member as required. Each Committee member shall independently evaluate each proposal against the established scoring criteria, with the final scores established by the Committee as a whole.

6.3.1.2 Best Value Evaluation Criteria Best Value Evaluation criteria shall consider both technical and cost evaluation criteria. Technical scores shall account for up to 80 percent of the final Best Value score. Cost proposal scores shall account for no less than 20 percent of the final Best Value score. Technical criteria to be used in the evaluation may include the following:

o Experience of Firm and Proposed Management Team o Personnel Qualifications and Experience o Proposed Project Plan o Previous Performance o Location of Firm o Workload of Firm with DCWWA o Compliance with Specific Requirements of Funding Agencies

6.3.2 - Special exceptions per GML Sect. 104-b(2)(g)

The Authority Board may, in its sole discretion, identify specific circumstances when, or types of procurements for which, the solicitation of alternative proposals or quotations will not be in the best interest of the Authority. Such exceptions shall be established by resolution of the Authority Board.

RESOLUTION NO. 2020.01.K Authority Board - DCWWA January 22, 2020 Meeting

REVIEW AND RE-ADOPTION OF PROCUREMENT POLICY

______________________ offers the following resolution and moves its adoption: WHEREAS; The Authority has previously approved a Goods and Services Procurement Policy to assure the prudent and economical use of public monies, facilitate the acquisition of goods and services of maximum quality at the lowest possible cost, and to guard against favoritism, improvidence, extravagance, fraud and corruption, and WHEREAS; Section 2879 of Public Authorities Law requires all public authorities to annually review and approve a comprehensive policy regarding the guidelines and instructions governing the procurement of goods and services, and WHEREAS; the Authority Board has reviewed and concurs with the recommended policy as attached, THEREFORE BE IT RESOLVED THAT; the Authority Board hereby adopts the attached 2020 Goods and Services Procurement Policy as presented. Seconded by _________________________ Record of Vote: Aye Nay Thomas LeGrand ___ ___ Vincent DiMaso ___ ___ Larry Knapp ___ ___ Rudy Vavra ___ ___ Michael Cotton ___ ___

Property Disposal Guidelines Proposed January 2020.docx, p. 1 of 6 Original Adopted April 18, 2007

DISPOSAL OF PROPERTY GUIDELINES Dutchess County Water and Wastewater Authority

Proposed January 22, 2019

The Dutchess County Water and Wastewater Authority (the “Authority”), a New York public benefit corporation, in compliance with Title 5-A of the New York State Public Authorities Law, has established these Guidelines for the Disposal of Property (the “Guidelines”). These Guidelines shall apply to the Disposal of Real Property and certain Personal Property throughout the year following their adoption and until such time as the Authority adopts new or revised Guidelines. The Authority’s Board of Directors shall review and approve of these Guidelines, with any necessary modifications and revisions, on a no less than an annual basis. 1. Definitions As used in these Guidelines, the following definitions shall apply: “Contracting Officer” shall mean the officer or employee of the Authority whom shall be appointed by resolution of the Authority’s Board of Directors to be responsible for the disposition of Property pursuant to these Guidelines. “Dispose” or “Disposition” shall mean the transfer of title or any other beneficial interest in Personal or Real Property in accordance with applicable sections of the New York State Public Authorities Law. “Property” means Personal Property in excess of five thousand dollars ($5,000.00) in value, Real Property, and any inchoate or other interest in such Property, to the extent that such interest may be conveyed to another person for any purpose, excluding any interest securing a loan or other financial obligation of another party. “Personal Property” means any Property that is moveable, not attached to land, and tangible. Any asset other than real estate that is corporeal. “Real Property” means lands, structures, franchise, rights and interests in land, waters, lands under water, riparian rights and air rights and any and all things and rights included within said term and includes not only fees simple absolute, but also any and all lesser interests including, but not limited to, easements, rights-of-way, uses, leases, licenses and all other incorporeal hereditaments and every estate, interest or right, legal or equitable, including terms for years and liens thereon by way of judgments, mortgages or otherwise. 2. Designation of Contracting Officer The Authority hereby designates its Staff Treasurer as the Authority’s Contracting Officer, in compliance with the provisions of New York State Public Authorities Law. The Contracting Officer shall hold this position until the members of the Authority’s Board of Directors designate a new Contracting Officer or until such time as the members adopt new Disposal of Property Guidelines.


The Contracting Officer shall be responsible for the administration and implementation of these Guidelines. The Contracting Officer shall: (a) cause a copy of the most recently reviewed and approved Guidelines, and the name of the current Contracting Officer, to be filed with the New York State Comptroller on or before March 31st of each year; (b) cause a copy of the most recently reviewed and approved Guidelines to be posted on the Authority’s website at the same time said Guidelines have been filed with the New York State Comptroller; and (c) cause a copy of the most recently reviewed and approved Guidelines to be maintained continuously on the Authority’s website until such time as the Guidelines for the following year have been posted to the website. 3. Application of Guidelines The procedures outlined in these Guidelines shall apply to the Authority’s Disposal from time to time of all PERSONAL PROPERTY having a fair market value at the time of Disposal of more than five thousand dollars ($5,000.00) and ALL interests in REAL PROPERTY. As used in these Guidelines, “Property” shall include Personal and Real Property. Personal and Real Property are distinguished from each other as appropriate in some Sections of these Guidelines. All Property of the Authority to be Disposed of shall require, prior to its respective Disposal, a resolution duly adopted by the Authority’s Board of Directors declaring said Property as, “Surplus”, and authorizing the Disposal of same. However, before any Property under these Guidelines shall be declared as “Surplus” and subsequently disposed of, the Contracting Officer shall determine with certainty whether said Property was acquired with a direct appropriation from either the County of Dutchess, or any municipality located therein, and whether the Authority is obligated to repay said appropriation. Pursuant to Section 1125 of Title 6-C of the New York State Public Authorities Law (Authority’s enabling legislation), the Dutchess County Legislature may determine if said appropriation is subject to repayment by the Authority to the County of Dutchess or the appropriate municipality, and in such event, may also determine the manner and time or times for such repayment. However, such repayment shall be subject first to the rights of any bondholders that may have an interest in the Property covered by the appropriation. All Property of the Authority to be Disposed of shall require that a Bill of Sale, Acknowledgment, and/or comparable instrument specific and deemed appropriate to the transaction by applicable industry regulation, practice or standard, be generated and duly executed between the Authority and the purchaser and/or recipient of said Property. Such document shall include, but not be limited to: (a) the full market value of the Property being sold or transferred on the date that the Property was declared “surplus” by the Authority’s Board of Directors; (b) if applicable, the purchase price of the Property being sold; (c) a description of the Property being transferred and/or sold by the Authority that is of sufficient detail so that a reasonable person may be able to readily discern the Property being sold or transferred by the Authority from any other Property that may be of a similar nature, and that the description shall also include any unique identifying numbers that may be assigned or affixed to the Property being sold or transferred by the Authority; (d) any other information, provisions, etc. that may required by applicable law, regulation or industry practice.


4. Purpose The Authority has adopted these Guidelines to comply with the provisions of New York State Public Authorities Law and to realize a favorable return on the Disposal of Authority Property. 5. Fair Market Value Before disposing of Property, the Contracting Officer shall take reasonable measures to determine the fair market value of the Property to be Disposed. Fair market value of Property that is unique in nature and therefore not subject to fair market value pricing shall be determined through an appraisal by a qualified professional. Prior to its Disposal, the fair market value of all REAL PROPERTY shall be established by an appraisal conducted by a qualified professional whom is a duly-licensed Real estate appraiser in New York State and included in the record of the transaction. No disposition of any other property, which because of its unique nature or the unique circumstances of the proposed transaction is not readily valued by reference to an active market for similar property, shall be made without a similar appraisal. No asset owned, leased or otherwise in the control of the Authority may be sold, leased or otherwise alienated for less than its fair market value except if the transferee is a public entity and the terms of the transfer require that use and ownership remain with a public entity; or the purpose of the transfer is within the purpose of the Authority. In the event a below fair market value transfer is proposed, the Authority shall submit such proposal to the governor, subject to approval. In addition, the Contracting Officer shall provide to the Authority Board and public a full description of the asset, an appraisal of fair market value, a description of the purpose of the transfer and the benefit to the public under the transfer, a statement of value to be received compared to fair market value, the names of any private parties participating in the transfer and the names of other private parties who have made an offer for the asset, the value offered and the purpose for which the asset was sought to be used. Before approving the disposal of any property for less than fair market value, the Authority Board shall consider the information described above and make written determination there is no reasonable alternative to the proposed below-market transfer that would achieve the same purpose. 6. Advertised Bid All Disposals of Authority Property shall be made after public advertisement for bids for the purchase of Authority Property, excepting any such Disposals otherwise exempted by the provisions set forth in Section 9 of these Guidelines. The Contracting Officer shall order the advertising for bids in such a manner and in such publications or venues (electronic or otherwise) as the Contracting Officer deems reasonably necessary to permit full and fair competition for the Property consistent with the fair market value and nature of the Property. All advertisements for soliciting bids on Authority Property shall state the method, place and deadline for the submission of bids, and request any other information the Contracting Officer deems necessary to evaluate bids being solicited. All advertisements and announcements soliciting bids shall state the place and time at which the content of all bids received for the Property advertised shall be publicly disclosed. The content of all bids received shall be publicly disclosed as announced in the solicitation for bids. Bidders shall be required to disclose in their respective bids to purchase Property being Disposed of by the Authority if they are, or were ever in the two years precedent to the Disposal of said Property, an Authority employee or staff member; a regular or ex-officio


member of the Authority’s Board of Directors; a contractor or paid consultant to the Authority. Members of the Authority’s Board of Directors, the Authority’s Executive Director and all other Authority staff and/or employees shall be precluded from bidding on and/or purchasing any Property that the Authority Disposes of that is subject to these Guidelines hereto, during their respective tenure on said Board, or tenure as an Authority staff member or employee, and continue to be so precluded for a period thereafter of one year. Pursuant to Section 1137 of Title 6-C of the New York State Public Authorities Law (Authority’s enabling legislation), it shall be a misdemeanor for any member of the governing body or any officer, agent, servant or employee of the Authority to be in any way or manner interested, directly or indirectly, in the furnishing or work, materials, supplies or labor, or in any contract therefore which the Authority is empowered by its enabling legislation to make. 7. Award of Property Subject to Bid Award of the Property for which bids have been solicited shall be made within a timeframe reasonable for the evaluation of the bids received. The Contracting Officer shall evaluate the bids and advise the Authority’s Board of Directors as to what bid is the most advantageous to the Authority based upon: (a) conformance with the invitation for bids; (b) the terms, including but not limited to the price offered; and (c) any other factors that warrant consideration. The Authority’s Board of Directors by resolution shall then award the Property to the bidder recommended by the Contracting Officer provided that the requirements of all applicable Sections of these Guidelines have been adhered to. Notwithstanding the foregoing, the Authority’s Board of Directors may reject as inadequate all bids received in response to a particular solicitation for bids if they deem that it is in the best interest of the Authority to reject all bids. 8. Notification of Successful Bid The Authority shall notify the successful bidder in writing of the Authority’s acceptance of the bid. This notice shall contain a description of the Property, the amount of the successful bid and any other material terms of the bid. The bidder shall be required to make payment to the Authority in a form and on terms acceptable to the Authority before taking possession of the Property. The Authority shall gather the following information regarding any successful bidder: name, address, phone number and disclosure of past relationship to the Authority pursuant to Section 6 of these Guidelines. The Authority shall provide to the successful bidder a deed, bill of sale, lease or other proper and acceptable instrument to transfer interest and ownership in the Property to the successful bidder. 9. Disposal of Property by Negotiation The Authority may Dispose of Property through negotiation or by public auction without regard to the above described advertising and bid procedures if the Contracting Officer determines that any of the following conditions exist:


(a) introduction into the market of the Personal Property to be Disposed of would adversely affect the local market for that kind of Property, and a fair market price and other satisfactory terms for the sale of the Personal Property can be obtained through negotiation; (b) prices for the Property that were obtained by advertised bid were not reasonable or the bid process did not generate open competition; (c) Disposal of the Property to the state or any political subdivision thereof at fair market value can be arranged through negotiation; (d) the Property is being Disposed of for less than fair market value, the terms of the Disposal have been reached through public auction or negotiation, and meet the qualifications as described in Section 5 above, and the Authority’s Board of Directors have approved the particular transaction by resolution; or (e) the fair market value of the Property that is being Disposed of does not exceed fifteen thousand dollars ($15,000.00). 10. Documentation of Disposal by Negotiation The Contracting Officer shall cause to be prepared an explanation of the circumstances of the Disposal when Property is Disposed of through the negotiation process described in Section 9, and any of the following are true: (a) Personal Property Disposed of has an estimated fair market value in excess of fifteen thousand dollars ($15,000.00); (b) Real Property sold has an appraised value in excess of one hundred thousand dollars ($100,000.00); (c) Real Property leased has been leased for a period of five years or less and the estimated annual fair market rent is in excess of one hundred thousand dollars ($100,000.00) for any such year; (d) Real Property leased has been leased for a period of more than five years and the total estimated fair market rent over the term of the lease is more than one hundred thousand dollars ($100,000.00); (e) the Personal or Real Property has been Disposed of by exchange; or (f) any part of the consideration for the Property Disposed of consists of Real Property. Not less than 90 days in advance of the Disposal, the Contracting Officer shall cause any and all explanatory statements required under this Section to be transmitted to the recipients of the yearly report of Dispositions set forth under Section 11 of these Guidelines. 11. Annual Property Report Each year the Contracting Officer shall publish a report listing all Property Disposed of by the Authority during the previous calendar year. The report shall contain a full description of each item of Property Disposed of, the price received by the Authority, and the name of the individual(s) or entity that purchased the Property. The Contracting Officer shall cause a copy of the report to be delivered to the New York State Comptroller, New York State Director of the Budget, New York State Commissioner of General Services, and the New York State Legislature c/o the Speaker of the House and the Senate Majority Leader by the thirty-first of March of the year that immediately follows the period of time covered by the report.


The Contracting Officer shall cause the report to be published on the Authority’s website at the same time said report is delivered to the New York State Comptroller and others as set forth in the paragraph above.

#####

RESOLUTION NO. 2020.01.L Authority Board – DCWWA


REVIEW AND RE-ADOPTION OF DISPOSAL OF PROPERTY GUIDELINES


WHEREAS; the Authority at times is in the position to dispose of Real and certain Personal

property, and

WHEREAS; the Authority has previously approved property disposal guidelines in order to

comply with prudent government practices and the NYS Public Authorities Accountability Act,

and

WHEREAS; the NYS Public Authorities Accountability Act recommends that the guidelines be

reviewed and readopted annually, and

WHEREAS; the Authority Board has reviewed those recommended guidelines as attached,

THEREFORE BE IT RESOLVED THAT; the Authority Board hereby adopts the attached

Disposal of Property Guidelines.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


1

Dutchess County Water and Wastewater Authority

Accounting and Banking Policies


The following is an outline of the Accounts Receivables, Accounts Payables and Banking office procedures for the Dutchess County Water and Wastewater Authority (DCWWA.) The procedures have been developed to serve our customers and vendors, and to make the best use of staff resources, safeguard the financial resources, and insure accuracy.

Accounts Receivables Office Procedures System Rates and Customer Billing The DCWWA Board approves system rates annually. With the exception of the Central Dutchess Water Transmission line, which has specific contractual arrangements, rate sheets are created annually for each system upon adoption by the Authority Board and are posted on the DCWWA's web page which is accessed through the "Dutchess County On-Line" website via the link to County government departments or via the web address DCWWA.org. Bills for DCWWA water and sewer system customers are currently prepared on a system-by-system basis. Bills are generated on a quarterly basis, primarily using calendar quarters, for the following systems or zones within systems: Dutchess County Airport Water Line, Birch Hill Water, Chelsea Cove Sewer, Fairways Sewer/Water, Rokeby Water, Schreiber Water, Staatsburg Water, Valley Dale Sewer/Water, Zone D Water bills are generated on a quarterly basis, primarily using calendar quarters. Bills are generated on a 4-month cycle for the following systems or zones within systems: Arbors Water, Dalton Farms Sewer/Water, Greenfields Sewer/Water, Hyde Park Water, Pinebrook Sewer/Water, Quaker Hills Water, Shore Haven Water, Tivoli Water/Sewer, Violet Avenue Water, Zone L Water and Vanderburgh Cove Sewer. Greenbush Water bills are generated on a 6-month cycle. The remaining system, Central Dutchess Water Transmission Line, has two customers which are billed monthly and a fee schedule based on contractual requirements. See Attachment “A” for system billing schedules. Accounting System Accounts Receivables record keeping is done using an Accounting System (currently AccuFund.) These records are housed on an online Host Site server, with regular updates and backups through the parent company. Access is available to the all Administrative staff and a limited number of Operational staff, with varying access rights tailored to meet the needs of the DCWWA. Other computer programs and computer hardware utilized by DCWWA are managed through a shared services agreement with Dutchess County OCIS which includes hosting DCWWA servers at its secure computer center. This agreement provides for a regular backup schedule (See Attachment “B”).

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General Payment Information Payments for Account Receivables and Utility Billing invoices are generally due within thirty (30) days of the mail date. When the entries for the bank Lockbox, non-cash or cash payments are completed, an excel report is prepared. One book is created for each month and separated by each day of deposit. This report reflects the customer name, account number or “Look Up” number, the total received, and the check/money order number. Reports are then created to verify the accuracy of entries and provide documentation of receipts for future billing. The Senior Account Clerk Typist (Accounts Receivable Clerk), Part-Time Accounts Receivable Clerks and then Special District Secretary perform this task, and in this order. Lockbox Process The Utility Billing payments are now being directed to a Lockbox address with M&T Bank for payment processing. M&T Bank staff assigned to the Lockbox open the payment envelopes. The checks are deposited on the day of receipt. For each payment received, bank staff record the customer, account and payment information. This information is then entered into a report and transferred directly into the DCWWA accounting system. Backup material including a scanned copy of the payment document (check) and accompanying material (payment stub) are accessible to Authority Staff through an Image file on the bank website which is kept for a period of seven (7) years. Cash Payments If a customer chooses to bring a cash payment directly to the Authority’s administrative offices, it may be received by the Receptionist/Typist, Part-Time Accounts Receivable Clerks, Special District Secretary, Senior Account Clerk Typist, or Staff Treasurer; in that order. The customer is given a receipt for the amount received, with a stub being retained for office use. Cash receipts are signed using the full name of the person making out the receipt. An additional record of the transaction is kept in the Authority receipt book. If the cash is received by the Receptionist/Typist, it is given immediately to the Accounts Receivable Clerk if available, or the Special District Secretary. The cash is kept secured until it can be taken to the bank for deposit; cash can be held in a lock box on site for up to 5 business days. Each account payment is entered on a bank deposit slip with a calculator addition done to verify the total. The bank deposit is made using a local branch of M&T Bank. The payment stub is used by the Accounts Receivable Clerk, Special District Secretary or Treasurer (in that order) to enter the payment against the customer account in the accounting system. Non-Cash Payments Non-cash payments received at the office will be processed using a system of Remote Check Deposit. The Remote Check Deposit equipment and software allow the Account Clerk to scan checks and money orders received. The Accounts Receivable Clerk enters information concerning the batch and then scans the checks in accordingly. The computer then indicates the total dollar amount credited to the DCWWA banking account based on the checks scanned. This amount is verified by the Accounts Receivable Clerk as matching the batch amount for the total of the payment stubs and payments for that same batch. A printout for the batches entered for the day is created which includes the number for all checks/money orders scanned and credited. The Accounts Receivable Clerk then signs and dates the form, which is then filed. The payment stub is used by the Accounts Receivable Clerk, Special District Secretary or Treasurer (in that order) to enter the payment against the customer account in the accounting system. Although the checks are already considered “voided,” they are filed by batch and kept for a period of 120 days in a locked file cabinet in the office of the Accounts Receivable Clerk. After 120 days, the Accounts Receivable Clerk pulls the form created on the scan day or “date

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of deposit” for the batch. The checks are then shredded and the Receptionist/Typist, Part-Time Accounts Receivable Clerks, Special District Secretary, Senior Account Clerk Typist, or Staff Treasurer, in that order, initials and dates the form indicating that the checks listed on that form have now been destroyed. The Accounts Receivable Clerk checks the file daily in order to manage the file of receipted payment checks. Bank Deposits The policy for deposit of payments received at the Authority’s administrative offices is that all payments are to be deposited within five (5) business days from date of receipt. Other Payment Processes When funds are received in the office for purposes other than Utility Billing Accounts Receivables, such as service permit fees or bid deposits, the same procedures will be followed with the order of staff to receive those payments as follows: Receptionist/Typist, Part-Time Accounts Receivable Clerks, Special District Secretary, Senior Account Clerk Typist, or Staff Treasurer; in that order. There are two additional steps, in that scans/photocopies are made of the checks by the Receptionist or Account Clerk and distributed to any staff overseeing that area of interest. A scan of the check is also kept for record keeping.

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BANKING

Funds received for Accounts Receivable, operational activities and bid deposits are currently deposited with M&T Bank and/or JP Morgan Chase. Currently there are two checking accounts and additional savings accounts for various service or cost areas. At this time, the approved signatures for the checking accounts are the Executive Director, the Director of Operations and the Board Treasurer. Internal bank transfers between the accounts can be made by the Staff Treasurer or the Executive Director. The DCWWA has a collateral agreement with M&T Bank and JP Morgan Chase that covers any amounts in the accounts on any given banking day above and beyond the normally insured limits.

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Accounts Payables Office Procedures

Paperwork Requirements A completed Authority voucher form (See Attachment “C”) must accompany invoices. All vendors are notified that for payment at the end of any given month, invoices must be received by the 5th of that month. All vendors doing business with the Authority must have on file a completed Department of the Treasury Internal Revenue Service Form W-9, as well as Certificates of Insurance as required. Insurance limit requirements stated in the contract must be reflected on the Certificate of Insurance and name the Authority as an “Additional Insured” or “Certificate Holder.” Any Public Works service performed must also have Certified Payroll submitted with the invoice in accordance with New York State Department of Labor standards. Invoices and/or vouchers are opened by the Receptionist/Typist and are required to be date stamped and then given to the Senior Account Clerk Typist (Accounts Payable Clerk). If an invoice is received without the required accompanying paperwork or the Certificate of Insurance is not up to date, the invoice is returned to the vendor with a cover letter indicating what paperwork must be sent with the invoice in order to process payment is missing. Verification of appropriate Certificate(s) of Insurance and a current W9 on file with the Authority is done through the tracking spreadsheet maintained by the Contract Specialist. This spreadsheet is available to all Staff as a reference tool. In addition, the Contract Specialist notifies the Staff Treasurer and any involved staff by email if a vendor requesting payment has not met Authority insurance requirements. The Accounts Payable Clerk will reference the “Procurement Policy” to ensure the presented voucher meets the Authority procurement policies. This will include the existence of a properly executed procurement instrument, such as a purchase order, public works service order, professional service letter agreement, contract or the designation of an emergency purchase. Invoices and vouchers will also be compared to the relevant procurement instrument to ensure compliance with billing terms and pricing agreements. Accounting Process The Accounts Payable Clerk will assign fund allocation information and enter the voucher into Accounting System. The invoices for the month are organized by Authority general, system or project and voucher number. At the monthly Operations Committee meeting the system operators are required to review and sign the invoice/vouchers that pertain to their area of operation. This acknowledges and confirms that goods were received/services rendered true to claim. All other vouchers and invoices are reviewed and signed by the appropriate staff with an additional review by management, depending upon the area of expense. For accounting purposes, the Authority Board has designated that purchases/improvements that meet the qualifications of a capital expense and are in excess of $5,000 shall be charged to a capital expense line item within the accounting software system. Pre-Meeting Approval The following expenses have been approved to be paid prior to the Board meeting. These allowable expenses are on-going or necessary expenses to DCWWA and cannot wait until the monthly Board meeting. These expenses include payroll, employee benefits, debt payments, credit cards, insurance payments and utilities. These expenses can be paid when they come in and/or according to the due date.

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Account Payable Clerk Approval Process For payment, all vouchers must be accompanied by an invoice with claimant information. The signature of the Accounts Payable Clerk deems the submitted paperwork is mathematically correct and any paperwork required is in place. A voucher may be placed on hold if there is question to research further. Warrant Process After all questions have been addressed and approval signatures are received, a Warrant Sheet is prepared for the regular monthly board meeting by the Accounts Payable Clerk. The Warrant Sheet is presented with vouchers grouped by system with a subtotal for each system. The Warrant Sheet and individual vouchers are then reviewed by the Staff Treasurer prior to distribution to Authority board members. The signature of the Staff Treasurer deems the submitted warrant and vouchers to be accurate and any paperwork required is in place. Board Approval The Warrant Sheet is presented at the monthly Authority Board meeting prior to payment being made. The only vouchers requiring board member signature are construction vouchers. Any construction voucher tied to a vendor contract, where the total of the contract exceeds $20,000 will require the signature of the Board Treasurer, in addition to any required staff signatures. In the absence of the Board Treasurer, the voucher may be signed by the Board Chairman. Processing of Payments After the Authority Board approves the Warrant Sheet, the Accounts Payable Clerk, Staff Treasurer, and Special District Secretary are authorized to write checks. A three-part laser printed check is used (negotiable check and two check stubs.) Checks for payment against vouchers approved at the monthly meeting are written and mailed prior to the end of that month. Checks are kept in a locked file cabinet in the office of the Accounts Payable Clerk, with a set of keys held by the Staff Treasurer and the Accounts Payable Clerk. After checks are written, they are attached to the accompanying voucher with all backup material, and are taken to the Executive Director, Director of Operations, or Board Treasurer for signature. Any check in excess of $10,000 requires two signatures. Payments made to the vendors include the check and one stub, with the second stub attached to the voucher for the file. The voucher is then considered paid and completed with the additional step of stamping it “Paid” and indicating check number, date, and the initials of the check issuer. It is possible that a voucher or vouchers have been conditionally approved at the meeting, waiting further explanation or paperwork. This will be held aside in a separate folder with a check written once determines that the conditions placed by the Board have been met.

Airport Water Line (4) Ending 12/31/19 Ending 4/30/20 Ending 8/31/20 Ending 12/31/20

Arbors (4) Ending 10/31/19 Ending 2/29/20 Ending 6/30/20 Ending 10/31/20

Birch Hill (3) Ending 11/30/19 Ending 2/29/20 Ending 5/31/20 Ending 8/31/20 Ending 11/30/20

Chelsea (3) Ending 11/30/19 Ending 2/29/20 Ending 5/31/20 Ending 8/31/20 Ending 11/30/20

Dalton (4) Ending 1/31/20 Ending 5/31/20 Ending 9/30/20 Ending 1/31/20

Fairways (3) Ending 10/31/19 Ending 1/31/20 Ending 4/30/20 Ending 7/31/20 Ending 10/31/20

Greenbush (6) Ending 12/31/19 Ending 6/30/20 Ending 12/31/20

Greenfields (4) Ending 11/30/19 Ending 3/31/20 Ending 7/31/20 Ending 11/30/20

Hyde Park A (4) Ending 11/30/19 Ending 3/31/20 Ending 7/31/20 Ending 11/30/20

Hyde Park B (4) Ending 12/31/19 Ending 4/30/20 Ending 8/31/20 Ending 12/31/20

Hyde Park C (4) Ending 10/31/19 Ending 2/29/20 Ending 6/30/20 Ending 10/31/20

Pinebrook (4) Ending 1/31/20 Ending 5/31/20 Ending 9/30/20 Ending 1/31/20

Quaker Hills (4) Ending 10/31/19 Ending 2/29/20 Ending 6/30/20 Ending 10/31/20

Rokeby (3) Ending 10/31/19 Ending 1/31/20 Ending 4/30/20 Ending 7/31/20 Ending 10/31/20

Schreiber (3) Ending 11/30/19 Ending 2/29/20 Ending 5/31/20 Ending 8/31/20 Ending 11/30/20

Shore Haven (4) Ending 12/31/19 Ending 4/30/20 Ending 8/31/20 Ending 12/31/20

Staatsburg (3) Ending 10/31/19 Ending 1/31/20 Ending 4/30/20 Ending 7/31/20 Ending 10/31/20

Tivoli (3) Ending 11/30/19 Ending 2/29/20 Ending 5/31/20 Ending 8/31/20 Ending 11/30/2020

Valley Dale (3) Ending 12/31/19 Ending 3/31/20 Ending 6/30/20 Ending 9/30/20 Ending 12/31/20

Vanderburgh Cove Sewer (4) Ending 12/31/19 Ending 4/30/20 Ending 8/31/20 Ending 12/31/20

Violet Ave (4) Ending 10/31/19 Ending 2/29/20 Ending 6/30/20 Ending 10/31/20

Zone D (3) Ending 12/31/19 Ending 3/31/20 Ending 6/30/20 Ending 9/30/20 Ending 12/31/20

Zone L (4) Ending 11/30/19 Ending 3/31/20 Ending 7/31/20 Ending 11/30/20

Attachment "A"

Christine C

Typewriter

Attachment "B"

System

I,

OPERATOR / ENGINEER / ADMINISTRATOR

PO

PWSO

PSLA

For Office Use Only

Contract

Quote

Certified Payroll

Backup

This claim is approved and ordered paid from the appropriations indicated above.

DATEDATE TREASURER

The documentation has been reviewed and is found to conform with the Authority’s Accounts Payable

Policy. This claim is approved and ordered paid from the appropriations indicated above.

ACCOUNTS PAYABLE CLERKDATE DATE

Total

TITLEDATE SIGNATURE

is true and correct; that the items, services and disbursements charged were rendered to or for the Authority on the dates stated; that no part has been paid or satisfied; that taxes,

from which the Authority is exempt; are not included, and that the amount claimed is actually due.

certify that the above account in the amount of $

CLAIMANT'S CERTIFICATION

Dates Quantity Description of

Materials Services

Vendor

Invoice #

DCWWA Date Stamp

Price

Unit

This claim is approved and ordered paid from the appropriations indicated above.

EXECUTIVE DIRECTOR

Below this line is for Office Use Only

The documentation has been reviewed and is found to conform with the Authority’s Accounts Payable Policy.

Fund- Allocation

DCWWA BOARD TREASURER

Amount

DATE

1 LaGrange Avenue

Poughkeepsie, NY 12603

(845) 486-3601

Voucher No.

The above services or materials were rendered on the dates stated.

Vendor/Name

Address

City, St, Zip

Amount

DUTCHESS COUNTY WATER & WASTEWATER AUTHORITY

Task Order

Christine C

Typewriter

Attachment "C"

RESOLUTION NO. 2020.01.M Authority Board – DCWWA


REVIEW AND RE-ADOPTION OF ACCOUNTING PROCEDURES

AND BANKING POLICY


WHEREAS; an Accounting Procedures and Banking Policy meeting the recommendations of the

Authority Auditors has been in use by the Authority and recommended by the Staff to the

Authority Board for re-adoption with updates and revisions, and

WHEREAS; the Authority Board has reviewed the Accounts Payables/Receivables and Banking

Policy recommended by the Authority Staff and finds it acceptable.

THEREFORE BE IT RESOLVED THAT; the Authority Board hereby adopts the recommended

Accounting Procedures and Banking Policy.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


Dutchess County Water & Wastewater Authority

Investment Policy


I. SCOPE

This policy applies to the investment of funds.

1. Pooling of Funds: Except for cash in certain restricted and special funds, the Dutchess County Water

and Wastewater Authority (DCWWA) will consolidate cash balances from all funds to maximize

investment earnings. Investment income will be allocated to the various funds based on their

respective participation and in accordance with generally accepted accounting principles.

II. OBJECTIVES

The primary objectives, in priority order, of investment activities shall be safety, liquidity, and yield:

1. Safety: Safety of principal is the foremost objective of the investment program. The objective will be

to mitigate credit and interest rate risk.

a. Credit Risk: The DCWWA will minimize credit risk, the risk of loss due to the failure of

the security issuer or backer, by limiting investments to the safest types of securities and

pre-qualifying the financial institutions, broker/dealers, intermediaries, and advisers with

which the DCWWA will do business.

b. Interest Rate Risk: The DCWWA will minimize the risk that the market value of

securities in the portfolio will fall due to changes in general interest rates, by structuring

the investment portfolio so that securities mature to meet cash requirements for ongoing

operations, thereby avoiding the need to sell securities on the open market prior to

maturity and investing operating funds primarily in shorter-term securities, money market

accounts, or similar investment pools.

2. Liquidity: The investment portfolio shall remain sufficiently liquid to meet all operating requirements

that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities

mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since

all possible cash demands cannot be anticipated, the portfolio should consist largely of securities with

active secondary or resale markets (dynamic liquidity). A portion of the portfolio also may be placed

in money market accounts or local government investment pools that offer same-day liquidity for

short-term funds.

3. Yield: The investment portfolio shall be designed with the objective of attaining a market rate of return

throughout budgetary and economic cycles, taking into account the investment risk constraints and

liquidity needs. Return on investment is of secondary importance compared to the safety and

liquidity objectives described above. The core of investments is limited to relatively low risk

securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall not

be sold prior to maturity with the following exceptions:

- A security with declining credit may be sold early to minimize loss of principal.

- A security swap would improve the quality, yield, or target duration in the portfolio.

- Liquidity needs of the portfolio require that the security be sold.

III. DELEGATION OF AUTHORITY

The DCWWA Board's responsibility for administration of the investment program is delegated to the Staff

Treasurer or other officer designated, who shall act in accordance with established written procedures and

internal controls for the operation of the investment program consistent with this policy and as further

described within this document. Such procedures shall include an adequate internal control structure to

provide a satisfactory level of accountability based on records incorporating description and amounts of

investments, transaction dates, and other relevant information and regulate the activities of subordinate

employees.

IV. PRUDENCE

All participants in the investment process shall seek to act responsibly as custodians of the public trust and

shall avoid any transaction that might impair public confidence in the DCWWA to govern effectively.

Investments shall be made with judgment and care, under circumstances then prevailing, which persons of

prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation,

but for investment, considering the safety of the principal as well as the probable income to be derived.

Officers and employees involved in the investment process shall refrain from personal business activity that

could conflict with the proper execution and management of the investment program, or that could impair

their ability to make impartial decisions. Employees and investment officials shall disclose any material

interests in financial institutions with which they conduct business. They shall further disclose any personal

financial/investment positions that could be related to the performance of the investment portfolio.

Employees and officers shall refrain from undertaking materially significant personal investment

transactions with the same individual with which business is conducted on behalf of the DCWWA.

V. DIVERSIFICATION

It is the policy of the DCWWA to diversify its deposits and investments by financial institution, by

investment instrument, and by maturity scheduling.

VI. INTERNAL CONTROLS

It is the policy of the DCWWA for all moneys collected by any officer or employee of the government to

transfer those funds to the designated bank within 5 business days of receipt, or within the time period

specified in law, whichever is shorter.

The Staff Treasurer is responsible for establishing and maintaining an internal control structure to provide

reasonable, but not absolute, assurance that deposits and investments are safeguarded against loss from

unauthorized use or disposition, that transactions are executed in accordance with management's

authorization and recorded properly, and are managed in compliance with applicable laws and regulations.

VII. DESIGNATION OF DEPOSITARIES

The banks and trust companies authorized for the deposit of monies up to the following maximum amounts

are:

Depository Name Maximum Amount

M&T Bank $10,000,000

JP Morgan Chase $10,000,000

TD Bank North $10,000,000

The Bank of New York Mellon $20,000,000 (as trustee)

VIII. COLLATERALIZING OF DEPOSITS

1. In accordance with the provisions of General Municipal Law 10, all deposits of DCWWA, including

certificates of deposits, shall be secured with securities from the categories designated in Appendix A

to the policy.

IX. SAFEKEEPING AND COLLATERALIZATION

Eligible securities used for collateralizing deposits shall be held by the bank or trust company subject to

security and custodial agreements.

The security agreement shall provide that eligible securities are being pledged to secure local government

deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of

such deposits upon default. It shall also provide the conditions under which the securities may be sold,

presented for payment, substituted or released and the events that will enable the local government to

exercise its rights against the pledged securities. In the event that the securities are not registered or

inscribed in the name of the local government, such securities shall be delivered in a form suitable for

transfer or with an assignment to the custodial bank.

The custodial agreement shall provide that securities held by the bank or trust company, or agent of and

custodian for, the local government, will be kept separate and apart from the general assets of the custodial

bank or trust company and will not, in any circumstances, be commingled with or become part of the

backing for any other deposit or other liabilities. The agreement should also describe that the custodian

shall confirm the receipt, substitution or release of the securities. The agreement shall provide for the

frequency of revaluation of eligible securities and for the substitution of securities when a change in the

rating of a security may cause ineligibility. Such agreement shall include all provisions necessary to

provide the local government a perfected interest in the securities.

X. PERMITTED INVESTMENTS

As authorized by General Municipal Law 11, the DCWWA authorizes the Staff Treasurer or their designee

to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow

needs in the following types of investments:

- Special time deposit accounts collateralized as set forth in Section IX or fully insured by the Federal

Deposit Insurance Corporation;

- Money Market Accounts, collateralized as set forth in Section IX or fully insured by the Federal

Deposit Insurance Corporation;

- Money Market Mutual Funds; limited to funds that invest in US Government Securities and Securities

guaranteed by the United States Government only;

- Operating Accounts (Checking Accounts and Interest-Bearing Checking Accounts, collateralized as

set forth in Section IX or fully insured by the Federal Deposit Insurance Corporation;

- Certificates of deposit collateralized as set forth in Section IX or fully insured by the Federal Deposit

Insurance Corporation;

- Repurchase Agreements as set forth in Section XIII;

- Obligations of the United States of America;

- Obligations guaranteed by agencies of the United States of America where the payment of principal

and interest are guaranteed by the United States of America;

- Obligations of the State of New York

All investment obligations shall be payable or redeemable at the option of the DCWWA within such times

as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided and,

in the case of obligations purchased with the proceeds of bonds or notes, shall be payable or redeemable at

the option of the DCWWA, within two years of the date of purchase.

XI. AUTHORIZED FINANCIAL INSTITUTIONS AND DEALERS

The DCWWA shall maintain a list of financial institutions and dealers approved for investment purposes

and establish appropriate limits to the amount of investments that can be made with each financial

institution or dealer. All financial institutions with which the local government conducts business must be

credit worthy. Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the

request of the DCWWA. Security dealers not affiliated with a bank shall be required to be classified as

reporting dealers affiliated with the New York Federal Reserve Bank, as primary dealers. The Staff

Treasurer is responsible for evaluating the financial position and maintaining a listing of proposed

depositaries, trading partners and custodians. Such listing shall be evaluated at least annually.

XII. PURCHASE OF INVESTMENTS

The Executive Director or Deputy Director is authorized to contract for the purchase of investments:

1. Directly from an authorized trading partner.

2. By participation in a cooperative investment program with another authorized governmental entity

pursuant to Article 5G of the General Municipal Law where such program meets all the requirements

set forth in the Office of the State Comptroller Opinion No. 88-46, and the specific program has been

authorized by the governing board.

All purchased obligations, unless registered or inscribed in the name of the local government, shall be

purchased through, delivered to and held in the custody of a bank or trust company. Such obligations shall

be purchased, sold or presented for redemption or payment by such bank or trust company only in

accordance with prior written authorization from the officer authorized to make the investment. All such

transactions shall be confirmed in writing to the DCWWA by the bank or trust company. Any obligation

held in the custody of a bank or trust company shall be held pursuant to a written custodial agreement as

described in General Municipal Law 10.

The custodial agreement shall provide that securities held by the bank or trust company, as agent of and

custodian for, the local government, will be kept separate and apart from the general assets of the custodial

bank or trust company and will not, in any circumstances, be commingled with or become part of the

backing for any other deposit or other liabilities. The agreement shall describe how the custodian shall

confirm the receipt and release of the securities. Such agreement shall include all provisions necessary to

provide the local government a perfected interest in the securities.

XIII. REPURCHASE AGREEMENTS

Repurchase agreements are authorized subject to the following restrictions:

- All repurchase agreements must be entered into subject to a Master Repurchase Agreement.

- Trading partners are limited to banks or trust companies authorized to do business in New York

State and primary reporting dealers.

- Obligations shall be limited to obligations of the United States of America and obligations of

agencies of the United States of America where principal and interest are guaranteed by the United

States of America.

- No substitution of securities will be allowed.

- The custodian shall be a party other than the trading partner.

Appendix A

Schedule of Eligible Securities

(i) Obligations issued, or fully insured or guaranteed as to the payment of principal and interest, by

the United States of America.

(ii) Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by

a municipal corporation, school district or district corporations of such State or obligations of any

public benefit corporation, which under a specific State statue may be accepted as security for deposit

of public moneys.

(iii) Zero coupon obligations of the United States government marketed as "Treasury strips".

RESOLUTION NO. 2020.01.N Authority Board – DCWWA


REVIEW AND RE-ADOPTION OF INVESTMENT POLICY


WHEREAS; an Investment Policy meeting the recommendations of the State Comptroller has

been in use by the Authority and recommended by the Staff to the Authority Board for re-

adoption, and

WHEREAS; the Authority Board has reviewed the Investment Policy recommended by the

Authority Staff and finds it acceptable.

THEREFORE BE IT RESOLVED THAT; the Authority Board hereby adopts the recommended

Investment Policy.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.O Authority Board – DCWWA


Adoption of Revised Employee Handbook


Whereas, the DCWWA is a “local authority” as defined in the Public Authorities Law and is required

by section 2824 (1) (e) thereof to adopt policies and procedures to assist in the ongoing administration

of the Authority; and

Whereas, the Authority has previously approved an Employee Handbook in order to comply with

prudent government practices and the NYS Public Authorities Accountability Act; and

Whereas, certain changes to the Employee Handbook have been proposed; and

Whereas, the Authority Board has reviewed the proposed amendments and additions to the

Employee Handbook as attached;

Now, Therefore Be It Resolved, that the Authority Board hereby adopts the revised Employee

Handbook to be effective as of this date.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


DCWWA | 2020 Arbors Water Rates.docx 1

DUTCHESS COUNTY WATER AND WASTEWATER AUTHORITY

DUTCHESS COUNTY WATER DISTRICT – ARBORS WATER SYSTEM

Proposed Water Rate Schedule - Effective January 1, 2020 A. WATER CHARGES ARE BILLED TO THE PROPERTY OWNER WITHIN A REASONABLE

PERIOD FOLLOWING THE CLOSE OF THE BILLING CYCLE:

Billing Periods November 1 – February 28 March 1 – June 30 July 1 – October 31 November 1, 2020 – February 28, 2021*

NOTE: *Rates subject to change on January 1, 2021

B. WATER CHARGES

INDIVIDUALLY METERED SINGLE FAMILY RESIDENCE (5/8 & 3/4 Size Connection) $4.26 per 1,000 gallons above 37,000 gallons per four-month billing period + monthly service charge. ARBORS CONDOMINIUM – MASTER METER $4.26 per 1,000 gallons above 3,700,000 gallons per four-month billing period + monthly service charge. (All customers subject to monthly service charge regardless of usage).

C. MONTHLY SERVICE CHARGE

In addition to the water charges described above, there will be a monthly service charge assessed according to meter/service size as follows:

Meter/Service size: 5/8 inch $ 34.50 per month 3/4 inch $ 34.50 per month 1 inch $ 35.00 per month ARBORS CONDOMINIUM – MASTER METER $ 3,759.79 per month

D. PAST DUE BILL CHARGE

All arrears of water rents, charges and penalties after thirty (30) days shall be subject to interest computed at the annual rate of 21% or 1 3/4% per month.

E. RELEVY OF UNPAID BILLS

In October of each year all accounts in arrears will be referred to the property tax collector for inclusion on the following year’s January tax bill. Included in these amounts will be a late charge of up to 4 months for the total amount due.

F. PROPERTY TRANSFER CHARGE

There will be a charge of $58.00 assessed each time title to a property changes or transfers. The charge will appear on the next scheduled billing of the new property owner. This fee will cover the cost of establishing a new customer account along with preparing pro-rated bills as needed for both the new and former owner.

DCWWA | 2020 Arbors Water Rates.docx 2

G. PROPERTY CLOSING CHARGE There will be a charge of $83.00 assessed to the current owner each time title to a property changes or transfers. The charge will appear on the final bill due on account and presented at closing of the property. This fee will cover operational and administrative costs incurred during the processing of account closeout.

H. SPRINKLER SYSTEM CHARGE

Service charge only for size of service line supplying the sprinkler system.

I. INACCESSIBLE METER CHARGE An inaccessible meter charge of $100.00 per month may be assessed to customers who refuse to allow access to their property for meter installation, who fail to remove obstructions encumbering access to the water meter or its remote read head, and/or who refuse access to their property for an indoor meter reading.

J. MULTIPLE REGISTER METER CHARGE

Each register billed for gallonage plus service charge - see above schedule K. METER READINGS

If there is a meter reading discrepancy between the meter (located inside) versus the remote read head (located outside), it is the meter that has precedence. Meter tampering is unlawful and may result in legal action.

L. METER TAMPERING CHARGE

Tampering with meter and meter appurtenances is prohibited. Tampering with meter and meter appurtenances will result in a $50.00 fine plus a surcharge for labor and materials for replacing and/or repairing the tampered equipment and shall be imposed on the next water bill.

M. RETURNED CHECK CHARGE

There will be a returned check charge of $20.00. The Dutchess County Water and Wastewater Authority (DCWWA) reserves the right not to accept checks in the future.

N. RESTORATION OF WATER SERVICE Water service that has been shut off for delinquency of payments is subject to a $75.00 service restoration fee that must be paid in full prior to reinstatement of service. A customer may request water service to be temporarily suspended and shut off at the curb valve. However, the customer will remain financially responsible for all monthly service charges and applicable capital surcharges due per billing cycle while service is suspended. Additionally, a $75.00 service restoration fee will be added to the next billing cycle.

O. SERVICE TAMPERING CHARGE Water service is turned on or off at the curb or the main by the DCWWA. Unauthorized persons are not permitted to turn water on or off at the curb valve or corporation stop. The owner of the affected property shall be subject to a service tampering charge of $50.00 for each offense plus a surcharge for labor and materials for replacing and/or repairing the tampered equipment and shall be imposed on the next water bill.

#####

RESOLUTION NO. 2020.01.P Authority Board – DCWWA


APPROVAL OF REVISED 2020 ARBOR WATER SYSTEM RATES

_________________________ offers the following resolution and moves its adoption:

WHEREAS; the Authority Staff prepared and presented proposed revised rates for the Arbors

water system,

WHEREAS; Staff have made adjustments as necessary and presented final rates to the Authority

Board, and

WHEREAS; the Authority Board has reviewed said rates as presented and determined them to be

acceptable,

THEREFORE BE IT RESOLVED THAT; the Arbor Water rates as presented are hereby

adopted and made effective on January 1, 2020 or as otherwise stipulated in the Rate Sheets.

Seconded by: _____________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


DCWWA | 2020 Greenfields Water Rates.docx 1

Deleted: Greenfields Water Rates.docx

DUTCHESS COUNTY WATER AND WASTEWATER AUTHORITY

DUTCHESS COUNTY WATER DISTRICT ZONES S & T – GREENFIELDS WATER SYSTEM

Proposed Water Rate Schedule - Effective December 1, 2019 A. WATER CHARGES ARE BILLED TO THE PROPERTY OWNER WITHIN A REASONABLE

PERIOD FOLLOWING THE CLOSE OF THE BILLING CYCLE:

Billing Periods December 1, 2019 – March 31, 2020 April 1 – July 31 August 1 – November 30

December 1, 2020 – March 31, 2021*

NOTE: *Rates subject to change on January 1, 2021 B. WATER CHARGES:

1. Metered Usage Rate: $4.53 per 1,000 gallons + monthly service charge. (All customers subject to monthly service charge regardless of usage).

2. Domestic Non-metered (Based upon size of connection) + monthly service charge

Size of Connection Billing Period 5/8 inch $ 64.32

3/4 inch $ 64.32 1.0 inch $ 99.40 1.5 inch $127.85 2.0 inch $227.25

C. MONTHLY SERVICE CHARGE In addition to the water charges described above, there will be a monthly service charge assessed according to meter/service size as follows:

Meter/Service size: 5/8 inch $ 11.50 per month 3/4 inch $ 11.50 per month 1.0 inch $ 16.10 per month 1.5 inch $ 20.70 per month 2.0 inch $ 33.35 per month

D. PAST DUE BILL CHARGE

All arrears of water rents, charges and penalties after thirty (30) days shall be subject to interest computed at the annual rate of 21% or 1 3/4% per month.

D. RELEVY OF UNPAID BILLS

In October of each year all accounts in arrears will be referred to the property tax collector for inclusion on the following year’s January tax bill. Included in these amounts will be a late charge of up to 4 months for the total amount due.

E. PROPERTY TRANSFER CHARGE



There will be a charge of *$58.00 assessed each time title to a property changes or transfers. The charge will appear on the next scheduled billing of the new property owner. This fee will cover the cost of establishing a new customer account along with preparing pro-rated bills as needed for both the new and former owner. (*A total fee of $69.00 will be charged to both sewer AND water customers).

F. PROPERTY CLOSING CHARGE There will be a charge of $56.00* assessed to the current owner each time title to a property changes or transfers. The charge will appear on the final bill due on account and presented at closing of the property. This fee will cover operational and administrative costs incurred during the processing of account closeout. (*A total fee of $93.00 will be charged to both sewer AND water customers).

G. SPRINKLER SYSTEM CHARGE

Service charge only for size of service line supplying the fire sprinkler system.

H. INACCESSIBLE METER CHARGE An inaccessible meter charge of $100.00 per month may be assessed to customers who refuse to allow access to their property for meter installation, who fail to remove obstructions encumbering access to the water meter or its remote read head, and/or who refuse access to their property for an indoor meter reading.

I. MULTIPLE REGISTER METER CHARGE

Each register billed for gallonage plus service charge - see above schedule J. METER READINGS

If there is a meter reading discrepancy between the meter (located inside) versus the remote read head (located outside), it is the meter that has precedence. Meter tampering is unlawful and may result in legal action.

K. METER TAMPERING CHARGE

Tampering with meter and meter appurtenances is prohibited. Tampering with meter and meter appurtenances will result in a $50.00 fine plus a surcharge for labor and materials for replacing and/or repairing the tampered equipment and shall be imposed on the next water bill.

L. RETURNED CHECK CHARGE

There will be a returned check charge of $20.00. The Dutchess County Water and Wastewater Authority (DCWWA) reserves the right not to accept checks in the future.

M. RESTORATION OF WATER SERVICE

Water service that has been shut off for delinquency of payments is subject to a $75.00 service restoration fee that must be paid in full prior to reinstatement of service. A customer may request water service to be temporarily suspended and shut off at the curb valve. However, the customer will remain financially responsible for all monthly service charges and applicable capital surcharges due per billing cycle while service is suspended. Additionally, a $75.00 service restoration fee will be added to the next billing cycle.

N. SERVICE TAMPERING CHARGE



Water service is turned on or off at the curb or the main by the DCWWA. Unauthorized persons are not permitted to turn water on or off at the curb valve or corporation stop. The owner of the affected property shall be subject to a service tampering charge of $50.00 for each offense plus a surcharge for labor and materials for replacing and/or repairing the tampered equipment and shall be imposed on the next water bill.

RESOLUTION NO. 2020.01.Q Authority Board – DCWWA


APPROVAL OF REVISED 2020 GREENFIELDS WATER SYSTEM RATES


WHEREAS; the Authority Staff prepared and presented proposed revised rates for the

Greenfields water system,

WHEREAS; Staff have made adjustments as necessary and presented final rates to the Authority

Board, and

WHEREAS; the Authority Board has reviewed said rates as presented and determined them to be

acceptable,

THEREFORE BE IT RESOLVED THAT; the Greenfields Water rates as presented are hereby

adopted and made effective as of December 1, 2020 or as otherwise stipulated in the Rate Sheet.

Seconded by: _____________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


-1- 4136-1772-2145

RESOLUTION No. R2020.01.R

RESOLUTION AUTHORIZING AN INCREASE TO THE AMOUNT OF THE AUTHORITY’S GREENFIELDS SEWER SERVICE AGREEMENT REVENUE NOTES (EFC) AND THE APPROVAL AND EXECUTION OF RELATED DOCUMENTS

WHEREAS, by Title 6-C of Article 5 of the Public Authorities Law of the State of New York (the “Act”), the Dutchess County Water and Wastewater Authority (the “Authority”) was created with the authority and power to issue its revenue Notes for the purpose of, among other things, planning, developing, acquiring, constructing and financing the cost of any project (as defined in the Act) owned or operated by or for the benefit of the Authority in accordance with the Act; and

WHEREAS, the Authority has previously issued $3,038,637 Greenfields Sewer Service Agreement Revenue Notes (EFC) (the “Notes”) to finance the Greenfields wastewater treatment rehabilitation project, including collection system improvements (the “Project”) and to pay costs of issuance; and

WHEREAS, the Authority has entered into a Service Agreement, dated as of November 1, 2015 with the County of Dutchess with respect to the provision of sewer service within a certain area of the Town of Hyde Park serviced by the Project (the “Service Agreement”); and

WHEREAS, the cost of the Project has increased and it is now desired to authorize a new Project cost estimate of $6,750,000; and

WHEREAS, it is now desired to authorize an increase to the amount of the Notes to the New York State Environmental Facilities Corporation (“EFC”) to cover additional costs and to approve and authorize the execution of related documents; NOW, THEREFORE,

BE IT RESOLVED by the Dutchess County Water and Wastewater Authority as follows:

Section 1. The Authority hereby finds and determines:

(a) By virtue of the Act, the Authority has been vested with all powers necessary and convenient to carry out and effectuate the purposes and provisions of the Act and to exercise all powers granted to it under the Act.

(b) It is desirable and in the public interest for the Authority to issue and sell the Notes to EFC

Section 2. In consequence of the foregoing, the Authority hereby determines to (i) use the proceeds of the Notes as previously described; (ii) enter into a Project Finance Agreement with EFC; and (iii) execute such other documents and take such other action as may be necessary to effectuate the purposes of this Resolution.

Section 3. The Authority is hereby authorized to issue, execute, sell and deliver the Notes to EFC in the aggregate principal amount and at the rate of interest and upon such terms as

-2- 4136-1772-2145

shall be approved by the Chairman, Vice Chairman, Treasurer or Executive Director and in substantially the form heretofore approved in this Resolution, provided that:

(a) The Notes hereby authorized to be issued, executed and delivered shall be issued, executed and delivered at such time as the Chairman, Vice Chairman, Treasurer or Executive Director of the Authority shall determine.

(b) The Notes shall be issued solely for the purposes previously described.

(c) The Notes and the interest thereon are not and shall never be a debt of the State of New York or any political subdivision thereof other than the Authority, including without limitation Dutchess County, and neither the State of New York nor any political subdivision thereof other than the Authority, including without limitation Dutchess County, shall be liable thereon.

Section 4. (a) The Chairman, Vice Chairman, Treasurer or Executive Director of the Authority are hereby authorized, on behalf of the Authority, to execute and deliver, the Notes, all as described above and the Secretary of the Authority is hereby authorized to affix the seal of the Authority thereto and to attest the same, all in substantially the forms thereof presented to this meeting, with such changes, variations, omissions and insertions as the Chairman, Vice Chairman, Treasurer or Executive Director shall approve. The execution thereof by the Chairman, Vice Chairman, Treasurer or Executive Director shall constitute conclusive evidence of such approval.

(b) The Chairman, Vice Chairman, Treasurer or Executive Director of the Authority are further hereby authorized, on behalf of the Authority, to designate any additional authorized representatives of the Authority to execute, on behalf of the Authority, any Financing Documents (hereinafter defined).

Section 5. The members, officers, employees and agents of the Authority are hereby authorized and directed for and in the name and on behalf of the Authority to do all acts and things required or provided for by the provisions of either the Notes, the Project Finance Agreement or the Service Agreement (collectively the “Financing Documents”), and to execute and deliver all such additional certificates, instruments and documents, pay all such fees, charges and expenses and to do all such further acts and things as may be necessary or, in the opinion of the member, officer, employee or agent acting, desirable and proper to effect the purposes of this Resolution and to cause compliance by the Authority with all of the terms, covenants and provisions of the Financing Documents.

Section 6. Each of the documents identified in each Section of this Resolution is hereby incorporated in this Resolution as if set forth at length herein.

Section 7. This Resolution shall take effect immediately and the Notes are hereby directed to be issued in accordance with this Resolution.

Report: Capital Improvement Plan

System/

Work Req Project Mgt Planning Design ConstructonBdgt Est Date Budget Est Funding NoteMgt B-I-C

Page 1 of 5

Phase

Bid

2020-2024Period:

Central Dutchess Tran Line $17,098,757 Fund Balance: $0

CDWTL Storage Report 20202017$17,098,757 Fund Balance/ Funding for evaluation through County 2019 budget.Project Management -

Chemical room heat 2020$0 Fund Balance/ Project Management -

2020

Replace Pump Station Roof (20 year cycle) 2020 20212019 Fund Balance/ Project Management -

Chelsea Cove Sewer $0 Fund Balance: $446,052

Generator Replacement 2020$0 Fund Balance/ Project Management -

Dalton Farms - Sewer $527,179 Fund Balance: $497,470

WWTP Secondary Settling Tank "B" Rehabilitation 2017$72,722 Fund Balance/ Ops to determine plan. Conceptual costOperations - Unit

2020

WWTP Sand Filter Rehabilitation Assessment 2017$19,460 Fund Balance/ Operations has done much of the work for this. Need to now get vendor for chem clean replacement (50% done)

Operations - Unit

2020

WWTP - Treatment Area - Ph. 3 - Unit Heater Replacement

20202017$285,798 Fund Balance/ Conceptual, assessment PFOperations - Unit

WWTP Plant Driveway Replacement & Plum Ct. Lift Station Sealing

20202017$1,900 Fund Balance/ Operations - Unit

WWTP Building - Replace Roof (20 year cycle) 20202017$147,299 Fund Balance/ combined contract w WTPOperations - Unit

Dalton Farms - Water $352,210 Fund Balance: $417,597

Meter Replacement 2021$303,743 Fund Balance/ Funding includes contribution from DFSProject Management -

2021

Seal WTP Driveway (5 year Cycle) 2017$3,500 Fund Balance/ Combined contract with WTPOperations - Unit

2021

WTP Building - Repair Exterior Damage & Paint (10 year cycle)


WTP Building - Replace Roof (20 year cycle) 20202017$26,133 Fund Balance/ Operations - Unit

Booster Pump Station Roof Replacement 20202015$5,767 Fund Balance/ Operations - Unit

Fairways - Sewer $8,500 Fund Balance: $24,823

Control Kiosks - Replace roofing 2017$3,400 Fund Balance/ Operations - Unit

2020

Wednesday, January 15, 2020$17,981,546Page :

System/


Report: Capital Improvement Plan Page 2 of 5

Phase

Bid

2020-2024Period:

Fairways - Sewer $8,500 Fund Balance: $24,823

Control Kiosk and Enclosures - Paint 2017$5,100 Fund Balance/ Operations - Unit

2020

Pump Replacement, Pit 1, P1 2020 Operations - Unit

2020

Pump Replacement, Pit 1, P2 2020 Operations - Unit

2020

Fairways - Water $69,929 Fund Balance: $78,721

WTP Building - Replace Roof (20 year cycle) 2017$11,600 Fund Balance/ Operations - Unit

2020

Seal Treatment Plant Pavement (5 year cycle) 2017$33,690 Fund Balance/ Operations - Unit

2020

Well 2 Assessment for Well Yield $10,000 Fund Balance/ flow sensorOperations - Unit

2020

WTP Building - Caulk & Coat Exterior Masonry (5 year cycle)


2020

Repair/Replace Sectional Valves & Curb Stops 2017$5,939 Fund Balance/ proposed for 2017, have fundingOperations - Unit

2020

Piping Assessment 2020 4" threaded pipeOperations - Unit

Greenbush Water $94,520 Fund Balance: $52,604

Booster Station Evaluation 2017$11,120 Fund Balance/ RFP/Task Order for new studyProject Management -

2020

Pells Court Booster Station Improvements Evaluation

2017$83,400 Fund Balance/ Project Management -

2022

Greenfields Sewer $6,500,400 Fund Balance: $1,803

Wastewater Treatment Plant Replacements & Repairs

20202020$6,000,000 Fund Balance/Grant - NYS WIIA/EFC Market Rate Loan/

FB for Engineering; Applic. For EFC Market RateProject Management -

2020

I&I repairs 2017$500,400 Fund Balance/Grant - NYS WIIA/EFC Market Rate Loan/

Evaluation Report, decide direction get RFPAuthority2020

Greenfields Water $1,673,560 Fund Balance: $126,400

Piping Modifications at Plant 20202017$5,560 Fund Balance/ emergency repairs, develop planProject Management -

2020

Treatment System Improvements - Fe, Mn removal 20202017$1,668,000 Fund Balance/ Project Management -


System/



Phase

Bid

2020-2024Period:

Harbor Hills Water $51,657 Fund Balance: $0

Booster Pp. Station Electrical Service Replacement 2017$51,657 Fund Balance/ conceptual costOperations - Unit

2020

HPW Distribution Sys Fund Balance: $0

Phase 2 meters -Zone A&B, Zone L, D, Staatsburg (Zone C)

2020 Project Management -

2020

HPW Water Treatment Plant $791,363 Fund Balance: $0

Clean & Coat Trt. Water Building Roof (5 year cycle)

2017$31,696 Unfunded Roof replaced 2014Operations - Unit

2020

Clean & Coat Treatment Building Roof (5 year cycle)

2016$38,488 Unfunded Roof Replaced 2012Operations - Unit

2020

Repair & Seal Raw Water Pump House Pavement (5 year cycle)

2013$2,264 Unfunded Operations - Unit

2020

Seal Water Treatment Plant Pavement (5 year cycle)

2017$39,620 Unfunded Operations - Unit

2020

HRP Capacity / Demand Analysis 2020 consider all future connection expansionsProject Management -

Raw Water Intake Improvements - Frazil Ice 20202017$27,970 Unfunded Pending further review of optionsProject Management -

2021

2021-2025 I&C Upgrades 20212017$651,325 Unfunded Based on T&B ReportProject Management -

2022

Pine Brook - Sewer $38,920 Fund Balance: $52,457

Collection System Inspection/Repair 20202017$38,920 Fund Balance/ Authority

Pine Brook - Water $3,489,161 Fund Balance: $149,711

Interconnection to HPR Study/Demo Old Plant 20202017$3,489,161 Fund Balance/Grant - NYS WIIA/EFC Market Rate Loan/

decide direction get RFPProject Management -

2022

Quacker Hill Water $1,024,352 Fund Balance: $50,771

Treatment Facility Replacement 20202017$1,007,472 Fund Balance/ Includes generator replacement, need NYSDEC decision on wetland rebuild

Operations - Unit

2021

Well #1 modifications 20202017$16,880 Fund Balance/ Extend/replace casing, add pitless adapter (Part of Treatment Facility Replacement)

Operations - Unit

2021

GWUDI Assesment 2020 2020 Operations - Unit


System/



Phase

Bid

2020-2024Period:

Rokeby Water $167,329 Fund Balance: $51,140

WTP Building - Replace Roof (20 year cycle) 2017$8,700 Fund Balance/ No Capital Project to replace existing buildingProject Management -

2020

HP Tank Replacement 20202017$149,929 Fund Balance/ Project Management -

2021

WTP Building - Caulk & Coat Exterior Masonry (5 year cycle)

20202017$8,700 Fund Balance/ No Capital Project to replace existing buildingProject Management -

Schreiber - Water $19,028 Fund Balance: $28,700

Well 2 Assessment for Well Yield $10,000 Fund Balance/ silt in pump, possible rehab well or new well., well 3 has been reliable

Project Management -

2021

Meter Replacement 2017$9,028 Fund Balance/ Project Management -

2020

Shorehaven Water $10,000 Fund Balance: $42,100

Yanarella Section - Shallow Pipe Assessment 2020 2022$10,000 Fund Balance/ evaluate existing docs for pipe depthsOperations - Unit

Tivoli Sewer $1,337,568 Fund Balance: $215,200

Wastewater Plant 2020 20212017$1,337,568 Fund Balance/Grant - NYS WIIA/EFC Hardship Loan/


2022

Tivoli Water $4,750,000 Fund Balance: $149,881

Tank 2020$2,700,000 Fund Balance/Grant - NYS WIIA/EFC Hardship Loan/


2020

Wells and Wellfields 2020$550,000 Fund Balance/Grant - NYS WIIA/EFC Hardship Loan/


2020

Distribution System 20202020$1,500,000 Fund Balance/Grant - NYS WIIA/EFC Hardship Loan/


2021

Valley Dale - Sewer $9,000 Fund Balance: $47,331

Dechlor Study 2020 Operations - Unit

WWTP Building - Caulk & Coat Exterior Masonry (5 year cycle)

2020 20202017$9,000 Fund Balance/ Operations - Unit

2021

Valley Dale - Water $1,430,444 Fund Balance: $254,982

Meter Replacement 2017$82,876 Fund Balance/ Project Management -

2021

Pressure Tank Replacement Design 2020$10,000 Fund Balance/ leaking/VFD's, can pressure tank be eliminatedOperations - Unit


System/



Phase

Bid

2020-2024Period:

Valley Dale - Water $1,430,444 Fund Balance: $254,982

Storage Tank Replacement Design 2020$1,337,568 Fund Balance/ Need to select option, prepare Eng'g. Report, replace 2 tanks


2020

Violet Ave - Water $11,120 Fund Balance: $37,121

Booster Station Evaluation 20202017$11,120 Fund Balance/ RFP/Task Order for new study - also GreenbushProject Management -

2022

$39,454,997Plan Total:


RESOLUTION NO. 2020.01.S Authority Board – DCWWA


ADOPTION OF 2020 – 2024 CAPITAL PLAN


WHEREAS; the preparation of a Five Year Capital Plan is a useful and necessary tool to ensure

that the Authority is properly assessing the long-term capital project requirements of its water and

sewer systems, addressing the prioritization and timing of such projects, and planning for their

funding in the most cost-effective manner, and

WHEREAS; Staff has prepared and submitted to the Board for its review a Five Year Capital Plan

for the period of 2020 through 2024, and

WHEREAS; the Board has reviewed and concurs with the Plan as submitted,

THEREFORE BE IT RESOLVED THAT; the Authority Board hereby adopts the attached

2020 – 2024 Capital Plan.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO.2020.01.T Authority Board – DCWWA

January 22, 2020

Rejection of GFS-WWTP General Construction Contract Bids - Greenfields

Wastewater Treatment Plant Rehabilitation Project

________________________offers the following resolution and moves its adoption:

Whereas, the Authority received three bids on November 6, 2019 for Contract No. PWC-

GFS-2019-01 for General Construction for the Greenfields Wastewater Treatment Plant

Rehabilitation as follows:

1. WM Shultz, Ballston Spa, NY $3,700,450.00

2. Darlind Associates, Inc., Lagrangeville, NY $3,940,000.00

3. Rosell East Inc., Queensbury, NY $4,149,300.00

Whereas, the bids received exceeded the design engineer’s opinion of probable cost by

approximately 49% over all bids; and

Whereas, Staff has reviewed the General Construction bids with the design engineer and

discussed ways that the work scope can be reduced to obtain bids more in line with the

Project’s budget, while still meeting the project objectives and satisfying regulatory

concerns; and

Whereas, Staff recommends that the bids be rejected, so that the Project may be revised

and rebid; and

Whereas, the Board has reviewed the Staff’s recommendation, and finds the rejection of

the bids to be in the best interest of the Authority,

Therefore be it resolved that; the bids received on January 22, 2020 for Contract No.

PWC-GFS-2019-01 for the Rehabilitation of the Greenfields Wastewater Treatment Plant

are rejected.

Seconded by _____________________________

Record of Vote Aye Nay



Rudy Vavra ___ ___

Larry Knapp ___ ___


RESOLUTION NO. 2020.01.U Authority Board-DCWWA


Award of GFS-WWTP Electrical Construction Contract - Greenfields Wastewater

Treatment Plant Rehabilitation Project


WHEREAS, the Authority received three bids on November 6, 2019 for Contract No.

PWC-GFS-2019-02 – Electrical Construction for the Greenfields Wastewater Treatment

Plant Rehabilitation as follows:

1. Stilsing Electric, Inc., Rensselaer, NY $475,845.00

2. RLJ Electric Corp., Peekskill, NY $612,000.00

3. Black Electric, Inc., Poughkeepsie, NY $661,000.00

WHEREAS, Stilsing Electric, Inc. submitted the lowest responsible bid in the amount of

$475,845.00; and

WHEREAS, the consulting engineer, T&B Engineering, PC (TB), has reviewed the bid,

qualification statement, experience and references provided by Stilsing Electric, Inc. and

finds no reason not to award the contract to Stilsing Electric, Inc.; and

WHEREAS, the staff has reviewed the recommendation of TB and recommends the

award of Contract No. PWC-GFS-2019-02 – Electrical Construction for the Greenfields

Wastewater Treatment Plant Rehabilitation Project to the lowest responsible bidder,

Stilsing Electric, Inc.; and

WHEREAS, the Board has reviewed the engineer and staff recommendation and finds

the award of Contract No. PWC-GFS-2019-02 to Stilsing Electric, Inc. is in the best

interests of the Authority.

THEREFORE, be it resolved, that the bid received on November 6, 2019 from Stilsing

Electric, Inc. for Contract No. PWC-GFS-2019-02 for the Greenfields Wastewater

Treatment Plant Rehabilitation Project in the amount of $475,845.00 be accepted, and

that the Executive Director or Deputy Director is authorized to execute the contract and

the notice to proceed upon receipt of executed contract and insurance certificates from

the proposed Contractor.

Seconded by _____________________________

Record of Vote Aye Nay



Rudy Vavra ___ ___

Larry Knapp ___ ___


RESOLUTION NO. 2020.01.V Authority Board – DCWWA


Authorize Contract Amendment 1 for the Greenfields Sewer Collection System

Rehabilitation Project Professional Engineering Services


WHEREAS the Authority has entered into an agreement dated May 1, 2018 with T&B

Engineering, P.C. for Professional Engineering Services for the PSA-GFS-2018-05

Greenfields Sewer Collection System Rehabilitation Project; and

WHEREAS T&B Engineering, P.C. has requested additional compensation in the amount

of $7,502.00 to hire a subcontractor to remove trees impacted by wetland permits in a

timely manner; and

WHEREAS the Authority Staff has reviewed this request and found it reasonable; and

WHEREAS additional budget is requested in preparation of the Greenfields Sewer

Collection Technical Documents; and

WHEREAS T&B Engineering, P.C. has requested additional compensation in the amount

not-to exceed $810.00 to perform this additional work scope; and

WHEREAS the Authority Staff has reviewed this request and finds it reasonable and of

benefit to the Authority; and

WHEREAS the Authority Board has considered the benefits to the Authority;

THEREFORE, be it resolved that the Executive Director or Deputy Director is authorized

to execute Amendment No. 4 with T&B Engineering, P.C. in the amount not to exceed

$8,312.00 for a revised Contract cost of $75,912.00 the Greenfields Sewer Collection

System Rehabilitation Project Professional Engineering Services.

Seconded by: _____________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.1. W Authority Board – DCWWA


AMENDMENT #1 TO THE 2020 SYSTEM ENGINEERING SERVICES CONTRACT

TIVOLI WASTEWATER SYSTEM


WHEREAS, the Dutchess County Water and Wastewater Authority (Authority) entered into an Agreement

with Tighe & Bond Engineering, PC on December 12, 2019 for general engineering services for the Tivoli

Wastewater system effective January 1, 2020; and

WHEREAS, it is the Authority’s intent to finance the expenses of Task Order #2 Tivoli Wastewater Report

Update through the New York State Environmental Facility Corporations Drinking Water State Revolving

Loan Fund (DWSRF) program; and

WHEREAS, as a condition of participation in the DWSRF financing program, all non-construction

service agreements with a value greater than $25,000 must include specific language relating to Equal

Employment Opportunity (EEO) and Minority and Women – Owned Business Enterprise (MWBE)

program goals and requirements that are contained in the Environmental Facility Corporation Program

Requirements and Bid Packet for Non-Construction Contracts;

THEREFORE, BE IT RESOLVED THAT; the Authority Board hereby authorizes the Executive Director

or Deputy Director to execute Amendment #1 to the 2020 Tivoli System Engineering Services Agreement

with Tighe & Bond Engineering, PC to include the Environmental Facility Corporation Program

Requirements and Bid Packet for Non-Construction Contracts pertaining only to Task Orders that are

funded by the DWSRF Program.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


INTERMUNICIPAL AGREEMENT BETWEEN THE TOWN OF POUGHKEEPSIE AND DUTCHESS COUNTY WATER & WASTEWATER AUTHORITY FOR TRANSMISSION OF WASTEWATER INTO THE FOURTH WARD SEWER

IMPROVEMENT AREA THIS INTERMUNICIPAL AGREEMENT (“Agreement”) made as of the ____ day of December, 2019 between the TOWN OF POUGHKEEPSIE, a New York municipal corporation, on behalf of the Fourth Ward Sewer Improvement Area, with its principal office at 1 Overocker Road, Poughkeepsie, New York 12603 (“Town”), and DUTCHESS COUNTY WATER & WASTEWATER AUTHORITY, a New York public benefit corporation, with its principal office at 1 LaGrange Avenue, Poughkeepsie, New York 12603 (“DCWWA”). WHEREAS, TACONIC REALTY ASSOCIATES, LLC, is a New York Limited Liability Company registered with the New York Department of State, with its office at 85 Civic Center Plaza, Suite LL2, Poughkeepsie, NY 12601 (“Taconic”); and WHEREAS, the Town of Poughkeepsie and City of Poughkeepsie entered into a Sewer Tenancy Agreement dated December 16, 1996, subsequently amended June 1, 1999, with Taconic Realty Associates, a General Partnership, the predecessor in interest to Taconic, to provide sanitary sewer service to Taconic as a tenant of the Fourth Ward Sewer Improvement Area for the benefit of certain real property owned by Taconic and located on the east side of Violet Avenue in the Town of Hyde Park, County of Dutchess, State of New York described in Schedule A annexed hereto (the “Property”); and WHEREAS, pursuant to the Sewer Tenancy Agreement, Taconic constructed sewer laterals on the Property to collect wastewater from the buildings and transmit it to a manhole in the Fourth Ward Sewer Improvement Area trunk line located within the School Street right of way in the Town of Poughkeepsie (collectively, the “Wastewater System”); and WHEREAS, Taconic has requested a transfer of its rights and obligations under the Sewer Tenancy Agreement to DCWWA so that it may subdivide the Property; and WHEREAS, DCWWA and Taconic have executed a Memorandum of Understanding pursuant to which DCWWA, upon fulfillment of the Conditions Precedent described therein (“Conditions Precedent”), will provide wastewater service to a service area consisting of the Property as part of a new Part County Sewer District to be designated as Part County Sewer District Number 14; WHEREAS, one of the Conditions Precedent described above is the assignment of the Sewer Tenancy Agreement by the Town to DCWWA; and WHEREAS, Taconic, the Town and DCWWA wish to supersede the prior Tenancy Agreement between Taconic and the Town with this Intermunicipal Agreement for the Transmission of Wastewater pursuant to authority of Article 5-G of the General Municipal Law to provide sewer service to the Property; and

WHEREAS, the execution and delivery of this Agreement has been determined under the State Environmental Quality Review Act to constitute a Type II action pursuant to 6 NYCRR §617.5(c)(32) as it is a transfer of a permit to connect to the Town’s sewer system where there will be no material change in permit conditions or the scope of permitted activities and as such the transfer is deemed to not have a significant impact on the environment; and WHEREAS, all things necessary to make this Agreement a valid and binding agreement by and between the parties in accordance with the terms hereof have been duly performed, and the execution and delivery of this Agreement have in all respects been duly authorized by the respective parties; NOW, THEREFORE, in consideration of the mutual covenants and conditions herein contained, the parties agree as follows:

1. Upon its Effective Date, this Agreement shall supersede and replace the Sewer Tenancy Agreement dated December 16, 1996, subsequently amended June 1, 1999, and permit DCWWA to connect to the Town’s sewer trunk line to provide sewer service to the Property in substantially the same manner that Taconic did.

2. The Effective Date of this Agreement shall be the date on which DCWWA notifies the Town that the Conditions Precedent for the creation of the Part County Sewer District have been fulfilled. If such Conditions Precedent are not fulfilled, this Agreement shall be null and void and of no force and effect.

3. The term of this Agreement shall be the period of forty (40) years, commencing on the Effective Date.

4. DCWWA shall obtain all necessary permits and approvals for the creation and operation of the Part County Sewer District.

5. The Town hereby authorizes and permits DCWWA to use the existing connection of the Wastewater System at the manhole located in the School Street right of way previously constructed by Taconic (the “Connection Point”), for the transmission of wastewater from Part County Sewer District 14 into the Fourth Ward Sewer Improvement Area for treatment at the Town’s wastewater treatment facilities.

6. Pursuant to the authority of Town Law §198(1)(e) and Highway Law §149, the Town grants an easement to DCWWA to maintain the Wastewater System within the School Street right of way.

7. DCWWA may not make any change to the Connection Point without approval from the Town’s sewer department, such approval shall not be unreasonably withheld.

8. DCWWA shall operate, maintain, repair and replace its Wastewater System at its sole cost and expense.

9. DCWWA shall operate and maintain its Wastewater System within the Part County Sewer District in compliance with applicable federal, state, county and Town standards as well as the conditions in any permits issued by an agency having jurisdiction over the Wastewater System. All wastewater transmitted from the Wastewater System into the collection system shall comply with those standards. The

use of the Wastewater System shall also comply with Chapter 168 of the Town of Poughkeepsie Code as applicable.

10. DCWWA shall indemnify and hold the Town harmless for any damage to the Town’s wastewater system caused by the operation, maintenance or repair to the Wastewater System.

11. The Town agrees to operate its sewer system in compliance with applicable federal, state, county and Town standards as well as the conditions in any permits issued by an agency having jurisdiction over the Town’s sewer system.

12. The Town shall indemnify and hold DCWWA harmless for any damage to DCWWA’s Wastewater System caused by the operation, maintenance or repair to the Town’s sewer system.

13. DCWWA agrees cooperate with the Town to mitigate inflow and infiltration and to minimize the disposal of grease and hazardous materials in the Town’s wastewater system.

14. DCWWA agrees to take all reasonable efforts, when necessary, to require property owners within the Part County Sewer District to comply with the standards set for the discharge of wastewater under this agreement or applicable laws, rules and regulations.

15. Commencing on the Effective Date, the Town, on behalf of the Fourth Ward Sewer District, shall bill operation and maintenance charges for sewer usage to DCWWA on a quarterly basis, or such other schedule that may be agreed upon between the parties. Payment shall be due within thirty (30) days of the assessment therefor.

16. Until such time as a sewer meter is installed at the Connection Point, operation and maintenance charges under this agreement shall be based upon the total amount of water used by all the properties in the Part County District and the charges shall be calculated in accordance with the provisions of Chapter 168 of the Town of Poughkeepsie Code.

a. DCWWA shall provide to the Town’s sewer department the amount of water used for all properties in the Part County District prior to the billing date, so that sewer usage may be determined.

17. For good cause and determination need shown, the Town may require the installation of a sewer meter at the Collection Point to meter the flow of wastewater. The cost of the sewer meter and its installation shall be paid for by DCWWA.

18. In the event that a sewer meter is installed at the Connection Point, operation and maintenance charges under this agreement shall be based on sewer meter readings, rather than water usage.

19. DCWWA agrees to pay a pro-rata share of the costs, including debt service, of any future capital improvements to the Fourth Ward Sewer Improvement Area or the associated treatment facilities. The pro-rata share shall be based on flow or benefit assessment of the Part County District as a ratio of the total Fourth Ward Sewer Improvement Area. Capital assessments shall be billed annually to DCWWA upon adoption of the capital budget for the Fourth Ward Sewer Improvement Area.

20. DCWWA understands and agrees that it is ultimately responsible to pay for the transmission of the wastewater, regardless of whether an individual property owner has paid its charges to DCWWA.

21. DCWWA may not expand the Part County Sewer District beyond the property without the approval of the Town of Poughkeepsie, which approval shall not be unreasonably withheld, conditioned or delayed.

22. This Agreement constitutes the complete understanding of the parties. No modification of any provisions of this Agreement shall be valid unless in writing and signed by both parties. This Agreement may be executed in one or more counterparts, each of which shall be an original for all purposes.

23. No waiver of any breach of any condition of this Agreement shall be binding unless in writing and signed by the party waiving said breach. No such waiver shall in any way affect any other term or condition of this Agreement or constitute a cause or excuse for a repetition of such or any other breach unless the waiver shall include the same.

24. Any and all notices required hereunder shall be addressed as follows, or to such other address as may hereafter be designated in writing by either party hereto:

To Town: Town of Poughkeepsie 1 Overocker Road

Poughkeepsie, New York 12603 Attention: Supervisor

To Authority: Dutchess County Water and Wastewater Authority 1 LaGrange Avenue Poughkeepsie, New York 12603 Attention: Executive Director IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. TOWN OF POUGHKEEPSIE By: ___________________________________ Name: Jon J. Baisley Title: Supervisor DUTCHESS COUNTY WATER & WASTEWATER AUTHORITY By: ___________________________________ Name: Bridget Barclay Title: Executive Director

RESOLUTION NO. 2020.01.X Authority Board – DCWWA


Approval of Intermunicipal Agreement with T. of Poughkeepsie

for Sewer Services for Part County Sewer District No. 14


WHEREAS; Taconic Realty Associates, LLC (Owner) is the owner of property located at 378 Violet

Avenue in the Town of Hyde Park (the Property); and

WHEREAS; the Owner has applied to the Town of Hyde Park to subdivide the property into 4 lots, each

improved by an existing commercial building; and

WHEREAS; there is an existing sanitary sewer collection system (Sewer System) on the Property that

serves each of the proposed Lots; and

WHEREAS; sewer service is being provided to the Property pursuant to a Sewer Tenancy Agreement

between the Owner and the Town of Poughkeepsie; and

WHEREAS; the Owner and DCWWA have entered into a Memorandum of Understanding (MOU) by

which DCWWA will accept ownership of the Sewer System and provide sewer services to the subdivided

Lots pursuant to a new Part County Sewer District; and

WHEREAS; in furtherance of the project the County of Dutchess has established Part County Sewer

District No. 14 to encompass the Lots; and

WHEREAS; the Owner has further requested that the DCWWA enter into an Intermunicipal Agreement

(IMA) with the Town of Poughkeepsie (Town) on behalf of the proposed Part County Sewer District; and

WHEREAS; the DCWWA and the Town have negotiated the terms and conditions of an IMA by which

the Town will accept and provide treatment for wastewater transmitted from the on-site Sewer System

through the existing interconnection, and DCWWA will pay the Town for services; and

WHEREAS; the Board has reviewed the proposed IMA and considered the benefits to the DCWWA;

NOW THEREFOR BE IT RESOLVED; that the Board authorizes the Executive Director or Deputy

Director to execute the Intermunicipal Agreement with the Town of Poughkeepsie in substantially the

same form as submitted herein.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.Y Authority Board – DCWWA


OPEN EXECUTIVE SESSION


Enter into Executive Session for the purpose of ______________________________.

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___


RESOLUTION NO. 2020.01.Z Authority Board – DCWWA


CLOSE EXECUTIVE SESSION


Close Executive Session and return to public session

Seconded by _________________________




Larry Knapp ___ ___

Rudy Vavra ___ ___
