Valley Forge Sewer Authority
Meeting Minutes
April 12, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, April 12, 2010, at 7:30 pm. The following people attended the meeting: Board members: Daniel Reese, William Hochwind, Michael Rodgers, and Norman Vutz; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Rick Taylor and Steve Yuhas were also in attendance.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
There was no public comment.
Meeting Minutes
The March meeting minutes were presented for approval. Mr. Vutz made a motion to approve the minutes. Mr. Rodgers seconded the motion 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 was one odor complaint for the month. He noted that these had been the wettest two months on record and that flows were currently still high. He reported that the Pickering Pump Station had a motor repaired and that the station is running well and back in service. He stated that when the pump station was utilizing an emergency pump, he evaluated costs with different scenarios in detail before making the decision to repair the failed motor.
Mr. Goldberg reported that there had been two sewer clogs both near the French Creek pump station and that they were addressed immediately. He noted that VFSA has a contractor on call 24/7 for just these types of emergencies.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board. He also reported on the Revenue & TPO budget to actual summary. He noted that Fund 10 was right on budget and that Fund 20 had a small surplus. Mr. Pinchok reported that the Operations and Maintenance overtime in Fund 10 was a little high due to the problems discussed in operations, however, nothing too taxing for the budget. He also reported that in Fund 20, the septic dump had rebounded back and was on budget.
Mr. Pinchok reported that the communications were very good between the plant and the Saturday trucked wastewater load deliveries. He noted that all the deliveries are received and completed by 7:30am and have not affected the operation of the plant. He reported that he was very pleased with how efficiently the additional loads are being handled with minimal effort on the part of operations.
The A/P Invoices presented for payment equaled $192,802. Mr. Vutz made a motion to pay the expenses. Mr. Hochwind seconded and the Board unanimously approved.
The requisitions presented for payment equaled $227,123. Mr. Rogers made a motion to pay the expenses. Mr. Hochwind seconded and the Board unanimously approved.
The Imprest Fund/Petty Cash expenses of $1454 and the Debit card purchases of $186 were then presented for payment. Mr. Vutz made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.
New Business
Centrifuge Rehabilitation Contract
Mr. Goldberg reviewed the bid tabulation sheet for the centrifuge rehabilitation contract with the Board. He reported that the research was discussed and the contract was fine tuned prior to being put out to bid. He noted that there would be two machines refurbished over the length of the contract and that he had completed due diligence on the low bidder. He reported that the resumes of key personnel looked good, and the low bidder appears to be competent and therefore recommended awarding the contract to the low bidder. Following a brief discussion, Mr. Rodgers made a motion to award the contract to the low bidder, Ashbrook Simon Hartley. Mr. Vutz seconded the motion and the Board unanimously approved the award.
Customer A/R Request Letter
Mr. Pinchok reported on a letter received from Susall Jay, Inc. regarding the outstanding bill over the past few years on the Phoenix Lanes property. He stated that the total fee, including interest and penalty charges, was currently at $11,444. He also reported that the last payment had been received on July 19, 2007 and that there was a lien currently against the property. He noted that this is not the first time the VFSA has had to place a lien on the property over the years. After a brief discussion on the matter, Mr. Rodgers made a motion to deny the request. Mr. Reese seconded the motion and the Board unanimously approved.
Mr. Pinchok then presented a letter from REOD Corporation regarding the sewer rental account on a property in Orchard Lane. The Board had a discussion with how to address this issue when the EDU is increased and VFSA’s need to know. Mr. Pinchok will keep the Board posted on the Hipwell letter.
VFSA Administration Building Main Entrance Security
Mr. Pinchok inquired if the Board had an interest in monitoring security at the front entrance of the administration building. He reviewed the monitor system installation ideas researched and the quotes he had received thus far. The Board agreed to revisit this issue at the next monthly meeting and instructed Mr. Pinchok to acquire a few more quotes on the costs involved to be reviewed at the May meeting.
2009 Chapter 94 Report
Mr. Goldberg reported that the 2009 Chapter 94 report has been submitted to DEP and that Rick Taylor routinely processes this analysis which covers the 5 year window regarding capacity. He noted that it has been a very wet year for the second year in a row and that next years’ report will show the flow exceeding the current rated capacity of the treatment plant capacity of 9.2 mgd.
Mr. Goldberg reported that they are moving forward with the plant capacity increase to accommodate the increasing flow. He explained that part of the documentation of the report identifies infiltration and inflow (I&I) and that the staff uses available flow reports as a tool to target areas of high I & I. For future Chapter 94 requirements, the DEP is coming up with more detailed required information. Mr. Goldberg reported that the Chapter 94 report also confirms the plant’s expansion needs.
With regard to the member municipality report portion of the Chapter 94 report, the staff is controlling the I & I.
The Board will review the report and discuss any questions at the next monthly meeting.
Old Business
Major Pump Stations
The staff has reviewed most of the shop drawing submittals and reported that they are generally in accordance with the design documents. He noted that the contractor has been on-site several times and is very responsive. He also noted that there will be a progress meeting held at the end of the week and that the project is on schedule. The Board wants to be assured that Buchart-Horn, the contractor of record and VFSA all sign off on the project and discussed a Request for Payment form to be implemented as additional checks and balances.
Act 537 Plant Expansion Project
Mr. Goldberg reported that Buchart-Horn had finished the concept design report and that the detailed design proposal was submitted to committee. He noted that the committee meeting is coming up and it will be reviewed by committee at that time. Mr. Goldberg also noted that there are bids due on April 28, 2010 for new UV disinfection system construction. A proposal on construction phase engineering services related to the UV system was sent to committee and that the committee will review that proposal.
Returning to the design of the plant expansion, the full concept design report with the cost sharing update is a backup to the executive summary. He reported that the full report will be completed and submitted to the staff by the end of the month. The Board instructed the staff to add the cost sharing to next month’s agenda for review and discussion.
Act 537 Wilson Road Project
Mr. Goldberg reported that the Act 537 Plan for the Wilson Road pumping station outlined cost sharing and that the VFSA was in agreement with the proportions presented in the Plan. A meeting was held three weeks ago and it was reported that all of the township managers and engineers were in attendance and in agreement with the proportions originally presented in the Wilson Road Act 537 Plan.
Mr. Goldberg reported that a letter was received about a second draft of an 537 Plan for the Valley Creek Trunk Sewer system and force main project which would be submitted to all parties to the VCTS Agreement before the May meeting. A short discussion ensued regarding the issues involved including the classification of system repairs versus enlargements.
He reported that East Whiteland Township and the VFSA are arguing that key portions of this project should be considered repair (not enlargement) and feels that they have a legally strong case, noting that the Agreement explains in great detail, the difference between a repair and an enlargement.
Other
Valley Forge Christian College
Mr. Goldberg reported that the college wants to dedicate a collection system on campus; however, legal issues exist on whose zone it is. The staff feels it might be Phoenixville territory and they are going to research the history and report their findings to the Board.
Phoenixville Sewer Authority
Mr. Pinchok reported that the information was assembled regarding potential use of the Phoenixville system and noted that the price for discussion purposes provided by Phoenixville appears to be high compared to expanding the plant. He reported that the information will be presented to the Administration and Finance committee for further discussion.
Meeting Schedules
Mr. Pinchok reported that the following meetings have been scheduled:
Personnel Committee Meeting to be held on April 21, 2010 at 7pm
Operations & Construction Committee Meeting to be held on April 21, 2010 at 8pm
Adhoc Committee scheduled to meet on April 27, 2010 and May 5, 2010
Mr. Pinchok emailed information to the Board and is awaiting their responses.
Staff Assignments
1.) Continue research study on security system.
2.) Chapter 94 Report – approvals and final copy.
3.) VFSA Expansion Project contractor on record.
4.) Joint Board role in Act 537.
5.) Trucked Waste amendment added to Rules and Regulations.
6.) Send copies of Chapter 94 to Mr. Melle and Ms. Randolph.
7.) Process form with signature process.
8.) Email letter of April 2, 2010 to Mr. Reese.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:35pm.
Executive Session
Upon adjournment from executive session, Mr. Reese noted that the board discussed the manager’s performance reviews for 2009. The meeting concluded at 9:55 pm.