Valley Forge Sewer Authority

Meeting Minutes

February 9, 2009

The Valley Forge Sewer Authority monthly meeting was held on Monday, February 9, 2009, at 7:30 pm. The following people attended the meeting: Board members: Charles Melle, Michael Rodgers , William Hochwind and Marilyn Randolph; Staff: Leonard Pinchok and Martin Goldberg ; Consultant: Lawrence Lutter.

Lloyd Knauer and Steve Yuhas were also in attendance.

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

Public Comment

The Board was notified of the passing of Bill Goodreau, who was working as a janitor at the plant since his retirement from the head maintenance division. Mr. Pinchok let the Board know that he was still waiting on information details from the widow. Mr. Pinchok also informed the Board that Vince Pompo's mother had passed away suddenly.

Meeting Minutes

The January reorganization meeting minutes were presented to the Board for approval. Mr. Hochwind made a motion to approve the reorganization minutes. Mr. Rodgers seconded and the Board unanimously approved. The January meeting minutes were then presented for approval. Mr. Pinchok noted that the discussion note from the executive session had not been included in the minutes. Mr. Rodgers made a motion to approve the January meeting minutes with the additional information from the executive session included. Ms. Randolph 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 January and that there was one odor complaint for the month. He reported that it was unclear of the nature of the complaint, but that the complaint was acknowledged. He also reported that the plant ran well all month and the Board noted that there were no odors noticed this evening.

Financial Report

Mr. Pinchok presented the January combined statement of operations to the Board and reported that there were no surprises and had been a standard month. He reviewed the Revenue and TPO Budget to Actual and stated that the reports showed revenue being a little behind, which was primarily from trucked waste and not a cause of concern at this time. He reported that Funds 10 and 20 were pretty standard for the month.

The A/P invoices presented for payment equaled $234,833. Mr. Rodgers made a motion to pay these invoices. Ms. Randolph seconded and the Board unanimously approved.

The Imprest/Petty Cash Fund presented equaled $2,259. Mr. Hochwind made a motion to pay the expense. Ms. Randolph seconded and the Board unanimously approved.

The requisition presented for payment equaled $346. Mr. Rodgers made a motion to pay the expense. Mr. Hochwind seconded and the Board unanimously approved.

The Debit Card purchases presented equaled $1,163. Ms. Randolph made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.

The Payroll report was also reviewed.

Regional Act 537 Plan

Mr. Goldberg reported that he contacted DEP on February 6, 2009 and noted DEP was still reviewing the needs analysis reports and expected to hear back from them soon. He stated that momentum was going well and that DEP had not mentioned any problems or issues at this time. It was noted that the Wilson Road location was currently under a corrective action plan and that DEP was reviewing that as well.

Committee Report

Operations & Construction Committee Meeting Agenda

Mr. Goldberg reported on the Operations and Construction meeting held on February 3, 2009. He noted that the three major items discussed were the major pump station design, the Act 537 Plan and the disinfection modeling analysis. He reported that 90% design is being completed on the major pump station design project and that Buchart-Horn prepared an analysis of options for upgrading the capacity per PADEP requirements. He stated that a three pump arrangement is being recommended to replace the existing two pump arrangement at Whitehorse and French Creek stations. Three equally sized pumps are being recommended at the Pickering station as well. The recommendations and the basis for them are in agreement with the committee, Buchart-Horn and the staff.

Regarding the Act 537 Plan, the committee agreed that the approach to the Plan was proceeding on the right track. Upon review of the needs analysis, the committee recommended that the VFSA pursue the full upgrade to meet its capacity (11.7 mgd +-) and asset management needs under one project as they have been pursuing. The committee did not feel there is any need to change the in action plan.

The committee was in agreement that the existing chlorine/sulfur dioxide disinfection system in place is very old and in need of replacement regardless of the upgrade strategy. Buchart-Horne preformed an analysis of the VFSA's disinfection system, using a model developed by the US Dept of Homeland Security, to establish the optimal disinfection method to be used. The results of the study confirmed previous conclusions that UV disinfection is the optimal method to be utilized with regards to safety and present worth costs. The committee reviewed this recommendation and is in agreement, as well as, accelerating system replacement to the UV system due to the Act 537 Plan underway. VFSA is currently seeking a design proposal and project schedule from Buchart-Horn.

Following a brief discussion, Mr. Rodgers made a motion to approve all three recommendations made by the committee and to proceed immediately. Mr. Melle seconded the motion and the Board unanimously approved.

Mr. Pinchok noted that the Administration & Finance committee meeting is to be held on February 18, 2009.

Old Business

Act 63 Grant Program

Mr. Lutter reported that two grant applications have been filed and that the signature sheets received have been signed, copied and to be submitted by Tuesday or Wednesday. He also reported that the grants may be limited to 5 million dollars and that the filing deadline was February 13, 2009 for the first round of drafts. Mr. Rodgers made a motion to approve the Resolution for the Pennsylvania H2O grant. Ms. Randolph approved the motion and the Board unanimously approved. Mr. Lutter did state that the Authority should know by the May 2009 meeting whether grants have been approved.

Procedures for Purchasing

Mr. Pinchok distributed packets regarding the rules and regulations for procedures for purchases and reviewed them in their entirety with the Board. The Board thanked Mr. Pinchok for the information.

Other

Mr. Rodgers stated that he had four meeting tapes to review previous meeting questions. He turned these into the staff at the meeting.

The Board members reviewed the contact sheets and verified that the information was correct. Two cell phone numbers for Mr. Melle and Mr. Hochwind are to be added to update the list.

New Business

Accounts Receivables Bad Debt

Mr. Pinchok distributed a list of three requested accounts receivables bad debts to the Board for their review and provided the details of each case. Following a brief discussion, Mr. Rodgers made a motion to accept and approve all three write-off requests. Mr. Hochwind seconded and the Board unanimously approved.

Mr. Pinchok also updated the Board on the Perna situation and reported that no write-off was being requested at this time.

Mr. Pinchok noted that the solicitor was currently reviewing a letter from an elderly customer and that he was awaiting his reponse.

Staff Assignments

1.) Forward VFSA information re: Bill Goodreau.

2.) Update minutes to include executive session discussion.

3.) Check with PECO re: priority list.

Adjournment

Mr. Reese adjourned the regular monthly meeting at 8:50pm and the Board immediately entered into Executive Session to further review the collective bargaining agreement.

Upon adjournment from executive session, Mr. Melle noted that the Board discussed the collective bargaining proposal. The meeting concluded at 10:35pm.