Valley Forge Sewer Authority
Meeting Minutes
December 10, 2007
The Valley Forge Sewer Authority meeting was held on Monday, December 10, 2007 at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, Michael Rodgers, Norman Vutz, William Hochwind, Marilyn Randolph, and Charles Melle; Staff, Leonard Pinchok, Martin Goldberg; Consultant: Lawrence Lutter.
Several employees also attended the meeting.
Mr. Melle called the meeting to order with the Pledge of Allegiance.
Public Comment
No public comment was made.
Meeting Minutes
The November meeting minutes were presented for approval to the Board. Mr. Rodgers made a motion to approve the minutes. Ms. Randolph seconded and the minutes were approved with a vote of 4-0.
Reports
Operations Report
Mr. Goldberg reported that the Authority was in compliance with all permit requirements for the month of November and that there were two odor complaints for the month. He reported that there were no major projects at this time.
Financial Report
Mr. Pinchok reported that the statements were not received on time and that he will review two months at the next meeting. He stated that it was a normal month with regards to distribution. Mr. Pinchok then reviewed the TPO budget to actual report, indicating a surplus at this time. He reported that Fund 10 was over budget on engineering due to an engineer being brought back on staff and that Fund 20 was low on the septic dump due to a shutdown during Thanksgiving week. He anticipated receiving waste from Phoenixville over the next week which would pick up the revenue. The Board thanked him for his report.
The A/P invoices presented for payment equaled $230,098. Mr. Rodgers made a motion to pay the invoices. Mr. Hochwind seconded and the Board unanimously approved.
Mr. Pinchok presented a contract option from the railroad in the amount of $3,500. After a brief discussion, Mr. Rodgers made a motion to accept the contract with the railroad and to pay the invoice. Mr. Melle seconded and the motion passed 5-1.
There were two requisitions presented for payment in the amount of $22,546. Mr. Rodgers made a motion to pay both requisitions. Mr. Hochwind seconded and the Board unanimously approved payment of the requisitions.
The Imprest /Petty Cash Fund presented for payment equaled $1,264. Mr. Vutz made a motion to pay these expenses. Mr. Melle seconded and the Board unanimously approved.
The Debit purchases presented for payment equaled $2.041. Mr. Vutz made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.
The Payroll account report was also reviewed by the Board.
Act 537 Plan
Mr. Goldberg provided an overview on the status of the Regional Act 537 Plan. He reported that he was awaiting comments from DEP which he anticipated to receive by the end of the year. He stated that the staff was ready to address the comments when they are received. Mr. Goldberg also reported that Buchart-Horne had a draft scope of work and will be providing the Authority with options and comments for review and modification. He stated that the Operations and Construction committee wishes to review and participate in the formal negotiations with Buchart-Horne, as well as, utilize additional expertise where appropriate to optimize the plant expansion and upgrade. Mr. Goldberg also stated that research has begun on a potential odor control process for use at either Wilson or at the influent at the plant. The Board thanked him for his report.
New Business
Instrumentation/Calibration Contract
Mr. Goldberg reported that only one bid was received with regards to the contract for instrumentation and calibration and reviewed the steps taken to entice more competitive bids with the Board. Following a brief discussion, Ms. Randolph made a motion to award the three-year contract to Allied Control Services. Mr. Hochwind seconded and the Board unanimously approved. The Board thanked Mr. Goldberg for the effort put forth to increase the competitive bidding.
Old Business
Benson Update
Mr. Goldberg reported that Benson has produced all documents for inspection, has paid all fees and is following all VFSA procedures. Mr. Goldberg stated that a memo had been sent to all the townships as a reminder of the regulations to be followed.
Cutler Update
Mr. Goldberg reported that all documentation has been submitted and currently waiting for the application in accordance with VFSA requirements.
Holiday Dinner
The entrée choices were distributed to the Board with members to make 5 menu options.
Executive Session
The Board entered into Executive Session at 8:08 pm to discuss current management performance. Mr. Reese reconvened the regular meeting at 8:25 pm and reported that the Board discussed overall performance and the management team. Mr. Vutz made a motion to officially grant the bonuses the Board discussed for the management team. Mr. Rodgers seconded and the Board unanimously approved.
Staff Assignments
1.) Railroad usage / Out of service issues.
Ms. Randolph commended the management team on their openness and clarity during discussions with the Board and expressed her appreciation for doing a great job.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:30 pm.