Valley Forge Sewer Authority

Meeting Minutes

February 12, 2007

The Valley Forge Sewer Authority meeting was held on Monday, February 12, 2007, at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, Marilyn Randolph, William Hochwind, Michael Rodgers, Charles Melle; Staff, Leonard Pinchok and Martin Goldberg.

Several employees attended the meeting.

Mr. Melle called the meeting to order with the Pledge of Allegiance.

Public Comment

No comments were made to the Board.

Meeting Minutes

The January meeting minutes were presented to the Board for approval. Mr. Rodgers made a motion to approve the minutes as presented. Ms. Randolph 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 January and that there were no odor complaints for the month. He reported that the chlorine demand was still high and that improvements were made to the instrumentation. The staff had identified the reasons and were currently investigating them. He also reported that the analytical lab reports were being compared with another laboratory and that the problem was still not totally resolved. He will provide a follow-up next month at the March meeting. The Board accepted the report as presented.

Financial Report

Mr. Pinchok presented both the December 2006 and January 2007 statements to the Board. He reported that the first quarter partner contributions were received. He reviewed the Revenue/TPO budget to Actual summary, as well as, Funds 10 and 20 with the Board. He stated that both Funds were under budget but that it was early in the year. The Board had no further questions and thanked Mr. Pinchok for his report.

The A/P invoices presented for payment equaled $238,758. Mr. Hochwind made a motion to pay the invoices as presented. Mr. Melle seconded and the Board unanimously approved.

The Treatment Plant Construction Fund for $2,618 and the Capital Improvement Fund for $15,750 were both presented for payment. Mr. Melle made a motion to pay both requisitions. Mr. Rodgers seconded and the Board unanimously approved.

The Imprest/Petty Cash Fund presented for payment equaled $251. Mr. Reese made a motion to pay the expenses. Mr. Hochwind seconded and the Board unanimously approved.

The Debit Card purchases presented for payment equaled $1,421. Mr. Reese made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.

Mr. Pinchok also reviewed the Payroll Account report, showing Revenue and TPO transfers, with the payroll averages with the Board.

Act 537 Plan

Mr. Goldberg reported on the status of the Regional Act 537 Plan. He stated that they are still in the comment period at this time and that all the agencies have their reports and are in line with the timeline to review and submit comments. He reported that he received both very minor comments from East Whiteland Township and the Chester County Planning Commission thus far. Mr. Goldberg stated that he would submit an email to Mary Bird at Schuylkill Township to inquire on a progress report and would follow-up with a phone call. The Board thanked him for his report.

Committee Reports

Operations and Construction Committee

Mr. Goldberg reported on the Operations and Construction committee meeting agenda with the Board. He stated that the committee had certain concerns with regards to having only one engineering firm involved with all ongoing projects and made recommendations to seek competitive bids for the Pothouse pumping station using a specific bidders list. Following a lengthy discussion by the Board, Mr. Rodgers made a motion to proceed with competitive bids for the Pothouse Pumping Station renovations per the Operations and Construction committee recommendations. Mr. Hochwind seconded and the motion passed with a vote of 4-1.

Other

The Board discussed the framework of the committee meeting process and to understand the protocol. The Board agreed that the following procedures should be implemented:

•  Each committee should have a chairperson assigned for the scheduling of special meetings only and to provide a fair amount of notice, preferably not on weekends.

•  The chairperson will attempt to leverage administrative staff to set up meetings for clear communication.

•  Any committee meeting scheduled will include staff and the appropriate members and every attempt should be made to hold the meeting in the VFSA building.

•  Committee minutes should reflect the decisions of the meeting and any recommendations.

Mr. Pinchok informed the Board that Ms. Sparano would notify Board members of the dates and times of the quarterly committee meetings. He also stated that the agenda would be forwarded to them and to notify him of any special topics to be discussed.

New Business

Audit Write-off

Mr. Pinchok informed the Board about John Tomczak & Sons Septic Service, a septic waste hauler that has defaulted on his payment agreement with the Authority. He reviewed the history of events from 2003 until the present, at which time the debt has now been deemed uncollectible. Mr. Pinchok requested an audit write-off of the debt in the amount of $22,764. Mr. Rodgers made a motion to approve the write-off request. Ms. Randolph seconded and the Board unanimously approved. Mr. Pinchok notified the Board that when items are deemed uncollectible, there are funds retained in an account to cover write-off losses.

Staff Assignments

1.) Progress report inquiry to Schuylkill Township.

2.) Add manager report to Board packets.

3.) Ms. Sparano to schedule quarterly committee meetings.

Adjournment

Mr. Reese adjourned the regular monthly meeting at 9:15 p.m. and the Board immediately entered into Executive Session.