Valley Forge Sewer Authority
Meeting Minutes
April 2007
The Valley Forge Sewer Authority meeting was held on Monday, April 9, 2007 at 7:00 pm . The following people attended the meeting: Board Members: Daniel Reese, William Hochwind, Michael Rodgers , Norman Vutz, and Charles Melle; Staff: Leonard Pinchok and Martin Goldberg ; Consultant: Lawrence Lutter.
Several employees also attended the meeting.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
No comments were made.
Meeting Minutes
The March meeting minutes were presented to the Board for approval. Mr. Rodgers made a motion to approve the minutes as presented. Mr. Vutz seconded and the Board unanimously approved.
Reports
Operations Report
Mr. Goldberg reported that the Authority was in compliance with all permit requirements for the month of March and that there were no odor complaints for the month. Mr. Goldberg stated that one odor complaint had been received for April and that he contacted the customer promptly. He also reported that the chlorination issues were now under control and in compliance. There were a couple of problems with two of the pump station motors, however, one of the motors was currently back on-line and the second motor would be on-line shortly. The Board accepted the report as presented.
Financial Report
Mr. Pinchok introduced the updated financial accounts format that is to be included in the Board monthly packets. He stated he would review in more thorough detail when the entire Board was present. Mr. Pinchok then presented the March 2007 combined statement of operations to the Board and reported that it was a pretty normal month. He stated that both the revenue and expenses were a little behind, but no cause for alarm. He reviewed Funds 10 and 20 and reported that the septic dump was also a little behind but that it already had a very good first week in April. He stated that the cold weather does affect the septic dump station and the situation is being monitored. The Board accepted the report as presented.
The A/P invoices presented for payment equaled $207,780. Mr. Hochwind made a motion to pay the invoices as presented. Mr. Rodgers seconded and the Board unanimously approved.
The Treatment Plant Construction Fund presented for payment equaled $242 and the Capital Improvement Fund presented equaled $54,000. Mr. Rodgers made a motion to pay both requisitions. Mr. Vutz seconded and the Board unanimously approved.
The Imprest Fund/Petty Cash Fund presented for payment equaled $1,083. Mr. Hochwind made a motion to pay the expenses. Mr. Rodgers seconded and the Board unanimously approved.
The Debit Card purchases presented for payment equaled $876. Mr. Vutz made a motion to pay the expenses. Mr. Melle seconded and the Board unanimously approved.
Mr. Pinchok also reviewed the Payroll Account report with the Board and noted that the audit went extremely well. He reported that the Authority found an error with regards to the retainage rotomat payment and that a refund check was being sent to the Authority.
Act 537 Plan
Mr. Goldberg reported on the status of the Regional Act 537 Plan. He reviewed the road map schedule and timeline with the Board. He stated that the public advertisement was currently in progress and that he had not received any comments from the public as yet. He did report that he received comments from two townships with regards to the Wilson Road Pump Station issues that must be resolved before the municipalities will approve the plan. Mr. Goldberg reported that Tredyffrin Township did submit a 20-year plan for Wilson Road for the Authority to review. He also reported that the Authority is handling what they have control of and monitoring the progress of the issues they do not. It was stated that a separate organization is responsible from Wilson Road to the Authority and that they have their own station and own lines under the river. The Board has concerns regarding capacity issues and thoughts of reserving capacity are to be discussed with the full Board in session. Mr. Goldberg and Mr. Lutter answered the Chester County comments and Mr. Goldberg is to contact Mary Bird at Schuylkill Township to verify that all answers have been received. He is also going to lobby the other three townships to deter any delays. Mr. Goldberg reported that a meeting is being scheduled within the next week for the engineers to meet and he will report back to the Board on the feedback and topics discussed at the May monthly meeting. Any comments will be officially filed so that all the townships will understand the Authority's plan. The Board thanked him for his report.
Chapter 94 Flow Projections
Mr. Goldberg reported on the Chapter 94 flow projections to the Board. He stated that last year had been a very wet year and feels the Authority has the five years it needs. He did state however, that if next year is also wet, it could be tight. Basically, a routine report has already been submitted to DEP with no foreseen problems and the PDF files will be implemented shortly.
Old Business
Pothouse Station Upgrade Bid Proposals
Mr. Melle made a motion to award Buchart-Horn as engineer on the Pothouse Station upgrade in accordance with the Board recommendations. Mr. Rodgers seconded and the Board unanimously approved.
Other
The Board concurred to discuss the by-law currently in place regarding the General Manager at the next monthly meeting when the full Board is in attendance.
New Business
Surface Coating Contract
Following a review of the bid tabulations, Mr. Vutz made a motion to award the surface coating contract to the low bidder, J.P. Smith Contractors. Mr. Hochwind seconded and the Board unanimously approved.
CCTV Inspection and Testing Contract
Upon review of the bid tabulations, Mr. Rodgers made a motion to award the CCTV Inspection and Testing contract to the low bidder, Sewer Specialty Services Co. Mr. Melle seconded and the Board unanimously approved.
Centrifuge Rehabilitation Contract
After review of the bid tabulations, Mr. Hochwind made a motion to award the Centrifuge Rehabilitation Contract to the low bidder, Alfa Laval, Inc. Mr. Vutz seconded and the Board unanimously approved.
Accounts Receivable Write-Off
Mr. Pinchok presented a request for an accounts receivable write-off in the amount of $371.60 for penalty and interest charges against two different haulers, Gray Brothers and Potty-On-The-Spot. He explained that both are very good customers and that the invoices had been lost in the mail. He also reported that the debts were paid promptly once the invoices were received by both customers. Mr. Vutz made a motion to write off the charges.
Mr. Rodgers seconded and the Board unanimously approved.
Staff Assignments
1.) Set date for administration and finance committee meeting.
2.) Review Board concerns re: possible flow from Wilson Road Act 537.
3.) Coordinate construction schedules between Authority and Wilson Road .
4.) Review reserve and rental capacities for Valley Forge through Dept. agreement.
5.) Send e-mail to Mary Bird at Schuylkill Township to tie up loose ends of Act 537.
6.) Submit PDF version of Chapter 94 report to Board.
7.) Fund review next time full Board is in session.
8.) Modify by-laws next time full Board is in session.
9.) Include 3 spreadsheets in Board packets (Action Items/Status Reports/Manager Report)
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:30 pm and the Board immediately entered into Executive Session to discuss the manager's performance review and the 2006 compensation package.