Valley Forge Sewer Authority
Meeting Minutes
February 11, 2008
The Valley Forge Sewer Authority meeting was held on Monday, February 11, 2008 at 7:10 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 and Martin Goldberg ; Consultant: Lawrence Lutter.
VFSA employees Steve Yuhas , Rick Taylor and Lloyd Knauer attended the meeting, as well as, Laurie Williams, Supervisor for Schuylkill Township and VFSA liaison.
Mr. Reese called the regular monthly meeting to order at 7:10pm.
2008 Annual Reorganization
The Valley Forge Sewer Authority held its annual reorganization in order to elect officers, and conduct the other votes necessary to reorganize on Monday, February 11, 2008. Board members: Daniel Reese, Michael Rodgers, Norman Vutz, Bill Hochwind, Marilyn Randolph, and Charles Melle were in attendance. Staff: Leonard Pinchok, Martin Goldberg and Consultant; Lawrence Lutter were present as well.
Mr. Reese called the reorganization meeting to order with the Pledge of Allegiance.
Election of Officers
Mr. Rodgers made a motion to retain Daniel Reese as Chairperson and Mr. Vutz seconded. Mr. Rodgers made a motion to retain Charles Melle as Vice-Chairperson and Ms. Randolph seconded. Ms. Randolph made a motion to retain Michael Rodgers as Secretary and Mr. Vutz seconded. Mr. Reese made a motion to appoint Mr. Vutz as Assistant Secretary and Mr. Rodgers seconded. Mr. Vutz made a motion to retain Mr. Hochwind as Treasurer and Mr. Melle seconded. Mr. Reese made a motion to appoint Ms. Randolph as Assistant Treasurer and Mr. Vutz seconded. The Board unanimously approved all motions made. The Officers are as follows:
Chairperson Daniel Reese
Vice-Chairperson Charles Melle
Secretary Michael Rodgers
Assistant Secretary Norman Vutz
Treasurer William Hochwind
Assistant Treasurer Marilyn Randolph
Establishment of Committees
Mr. Reese accepted committee preference sheets from the other members of the Board and established the committees during the regular monthly meeting.
Administration and Finance: Daniel Reese, William Hochwind, Marilyn Randolph
Construction & Operations: William Hochwind, Norman Vutz, Michael Rodgers
Public & Intergovernmental: Marilyn Randolph, Charles Melle, Daniel Reese
Personnel: Charles Melle, Michael Rodgers, Norman Vutz
Appointment of Consultants
Mr. Rodgers made the motion to retain Buchart-Horn, Inc. as Consulting Engineer. Mr. Vutz seconded the motion. The Board unanimously approved the motion.
Mr. Rodgers made the motion to retain Lamb, McErlane PC as Solicitors. Mr. Hochwind seconded the motion and the motion passed with a vote of 5-1.
Mr. Reese made the motion to retain PNC Bank. Mr. Rodgers seconded the motion.
Mr. Reese made the motion to retain Reinsel, Kuntz, and Lesher LLP as Auditor and Mr. Rodgers seconded. The Board voted unanimously to approve the last two motions.
The Board Meeting Schedule will remain the second Monday of each month at 7pm.
Public Comment
No public comment was made.
Meeting Minutes
The January meeting minutes were presented for approval to the Board. Mr. Hochwind made a motion to approve the minutes with an amendment to correct the Debit Card total payment and to change Act 337 to Act 537. Mr. Rodgers seconded the motion and the minutes were 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 stated that the tank cleaning was done on schedule and all maintenance work went well. He did report a problem with the gates in the influent structure, which was causing operational issues and that the staff was working on correcting the problem. The primary clarifier will be cleaned in February 2008, so as to complete all cleanings while the weather is still cold.
In reply to a question posed by Mr. Hochwind, Mr. Goldberg reported that to optimize the current system, the new centrifuge with upgrade needs to match in size or be able to adapt to fit the old centrifuge, which is to be shelved, in the event the Authority would need to use it in an emergency situation. Presently, there are two centrifuges in service and one shelf spare. A concept study is to be completed prior to the design stage of the project. The Board thanked Mr. Goldberg for his report.
Financial Report
Mr. Pinchok presented the January 2008 combined statement of operations to the Board. He stated that it had been a routine month and highlighted several line items with the Board. He then reviewed the TPO Budget to Actual summary and reported that it was currently ahead of budget. Mr. Pinchok reviewed both Fund 10 and Fund 20 with the Board and answered several questions presented by Board members. The Board thanked him for his report.
The A/P invoices presented for payment equaled $243,859. Mr. Hochwind made a motion to pay the invoices. Mr. Rodgers seconded and the Board unanimously approved.
The Capital Improvement fund requisition was presented for payment in the amount of $11,122. Mr. Rodgers made a motion to pay the requisition. Mr. Melle seconded and the Board unanimously approved the payment.
The Imprest /Petty Cash Fund presented for payment equaled $847. Ms. Randolph made a motion to pay these expenses. Mr. Vutz seconded and the Board unanimously approved.
The Debit Card purchases presented for payment equaled $356. Mr. Hochwind made a motion to pay these expenses. Mr. Vutz 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 the staff is currently working to address the Pennsylvania Department of Environmental Resources (DEP) comments and that Buchart-Horne (B-H) is doing a good job of addressing the technical issues. He stated that the Chester County Planning Commission (CCPC) was in agreement with the answers provided to them at a meeting in their offices. He did report that he needs to have the CCPC provide documentation that they are in agreement with the comment responses provided by B-H. Mr. Goldberg reported that he expected to have a response back from the CCPC by next week. He reported that he is also coordinating to hold a “sit-down” meeting with DEP by early next month.
He reported that the planning for the Wilson Road pumping station and conveyance system in Treddyfrin Township is presently in a holding pattern and that Treddyfrin Township still needs to submit their final plan to DEP. He also stated that DEP will not give VFSA final approval until they are satisfied that appropriate planning is in the works for the Wilson Road Station and the conveyance system. Mr. Goldberg reported that he expected to have this issue resolved by March 2008; but this is in the hands of Treddyfrin Township, their engineers, and DEP. The upgrade of the Wilson Road pump station would provide capacity for most of the 30 year plan and that Gannet-Fleming, Tredyffrin's engineer, also has to submit the plan for the conveyance system to DEP.
The Board discussed the contract between VFSA and the partners and expressed the need to have a “rock solid” agreement of what the percentages are for each partner involved.
The Board directed the staff to research further for any loopholes and review their findings with them at the next monthly meeting.
The Board was also updated on the reserved capacity and rental pool issues. Mr. Pinchok stated the he has a copy of the rental pool agreement signed by all the townships that states that the VFSA can pull rental capacity at any time deemed necessary.
Committee
Committee Selection Request Forms
Mr. Reese stated that all Board members received their first choices and reviewed the committee placements for 2008. The Board agreed that committee meetings should be held a minimum of once per quarter and instructed the staff to establish meeting dates.
New Business
Other
Mr. Vutz inquired as to whether the VFSA would have a need for a new supervisor education session in the near future. He reported that a DEP liaison gave a presentation on this issue and stated that 85% of plant operators are 55 years or older. The program begins to train students as interns before there is a mass retirement issue. The Board instructed the staff to research and report back with their findings.
Old Business
Pump Stations Upgrade Report
Mr. Lutter reported that DEP is requesting a more stringent design on the pump station upgrade. Currently, the VFSA handles normal flow with one pump and wet weather situations with two pumps. DEP wants to have a plan that uses two pumps with an additional emergency pump available on standby. This would provide the Authority with three pumps altogether and of having two operable pumps at any given time. Mr. Lutter stated that the pumps could run on diesel instead of electricity. The Board instructed the specifics be presented at committee level.
Executive Session
The Board entered into Executive Session at 8:53pm for labor issues discussion.
Mr. Reese reconvened the monthly meeting at 9:30pm and reported that the Board had discussed labor issues.
Staff Assignments
1.) Amend January minutes.
2.) Check reserved capacity for rental pool and timeline.
3.) Establish committee meeting dates.
4.) Research intern establishment.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:35 pm.