Valley Forge Sewer Authority
Meeting Minutes
February 14, 2011
The Valley Forge Sewer Authority monthly meeting was held on Monday, February 14, 2011, at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, Charles Melle, Michael Rodgers, Norman Vutz, William Hochwind and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Several employees also attended the meeting, as well as Tom Davis, a current resident of Schuylkill Township.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
The Board was informed of the passing of employee William Eggeling on Saturday, February 12, 2011. The Board led the meeting with a moment of silence.
Meeting Minutes
The January Reorganization minutes and the January meeting minutes were presented to the Board. Mr. Vutz made a motion to approve both sets of minutes.
Ms. Randolph seconded and the Board unanimously approved. The Board also instructed the staff to include the reorganization chart in their booklets.
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. Mr. Goldberg noted that even though staff is a little thin with the loss of two employees from maintenance, he reported that everyone pitching in and doing a great job. He also reported that one employee would be returning in March. The Board instructed the staff to update the employee chart, which was last updated in December 2009.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board. He noted that the trucked waste was under budget due to all the snow amounts around the area. He also answered inquiries from the Board on various line items. The Board requested that the staff determine the percentage of scheduled overtime that is included in the budget.
The Imprest Fund expenses presented equaled $2,077. The A/P Invoices presented equaled $236,904. The requisitions presented equaled $278,085. Mr. Rodgers made a motion to pay all the expenses presented. Ms. Randolph seconded the motion and the Board unanimously approved.
The Petty Cash expenses for $55 and the Debit Card purchases of $519 were then presented for payment. Mr. Rodgers made a motion to pay these expenses.
Mr. Melle seconded the motion and the Board unanimously approved.
New Business
Pump Station Sewage Grinder Pumps Contract
Mr. Goldberg reported that all four pump stations use sewage grinders. He noted that the contract for the sewage grinders for the Whitehorse and Pothouse pump stations was for purchase only and that the staff would do the installation. Mr. Goldberg also explained that after an evaluation was completed, it was advised that one grinder per station would be in operation. This was discussed with the staff and Buchart-Horn, with reflection on risk management and was determined to be a little more expensive but would entail less risk. The decision was also discussed with the Operations and Construction committee and they concurred with the decision. Mr. Goldberg stated that the committee recommended awarding the contract to the apparent low bidder. Mr. Rodgers made a motion to award the contract to the low bidder, Watermark Environment/JWC. Mr. Vutz seconded the motion and the Board unanimously approved.
PennBid Procurement Program
Mr. Goldberg reviewed the memo from Buchart-Horn regarding the PennBid electronic procurement program with the Board. He noted that this is a computerized method of bidding, which reduces the cost of public bidding for clients, as well as, replacing paper delivery of copies, hand delivery of classifications and changes to scope and designs. Mr. Goldberg reported that the staff and Buchart-Horn recommended moving forward with the treatment plant expansion to implement the PennBid program.
Mr. Lutter discussed the benefits to using this program with the Board and reported that this outfit has been very successful, is based in Chester County and endorsed by PMAA. He noted that the electronic data is received and calculated automatically with no reproduction costs, thereby greatly reducing staff clerical hours and time consumption. He also stated that this is a more efficient communication with bidders, as they have access to all the questions and answers that arise, so repeat questions do not have to be addressed. This method also allows a larger pool of bidders access for more competitive bids. Mr. Lutter explained that the cost for the web based bidding is paid for by a fee charged to the low bidder and is 0.25% of the lowest bid, with a minimum of $100 and a maximum of $5,000.
Following a discussion of the program, the Board expressed a desire to do a trial run with smaller bids and obtain feedback from Buchart-Horn of usage over the next month. Mr. Rodgers made a motion to approve the PennBid program for the clarifier covers bid as a test run of the program. Mr. Vutz seconded and the Board unanimously approved. Mr. Lutter noted that Buchart-Horn would provide feedback on an update of usage at the next monthly meeting.
VFSA Hours of Operation
Mr. Reese expressed a need to align the VFSA hours of operation with the traditional hours of business and change the hours from currently 8am to 4:30pm to 8am to 5pm.
The staff assured the Board that this can be arranged with no problems. The website and back of bills would also be updated to reflect this change.
Old Business
Wawa and CVS Agreement
Mr. Pinchok reported that he has found the determining factor for the disputed billing and feels that the wrong multiplication factor for calculations is being used. He noted that there is a meeting scheduled with Phoenixville this coming week for discussion and review. Mr. Pinchok assured the Board that the second bill was not being paid until the issue at hand is resolved. He will report his findings back to the Board promptly.
Major Pump Stations
Mr. Goldberg reported that all four stations were nearly complete and operating with the new equipment. He noted that the punch list items were being identified and corrected. He also informed the Board that all four stations were to be inspected this coming week and did not foresee any major costs to be involved. He also reported that the computerized monitoring system was working very well and is a nice system.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the design is continuing and have submitted 90% of the design drawings. He noted that the zoning hearing board meeting is upcoming and that he is not anticipating any problems. He reported that he has been answering relative minor questions with regards to the building inspections and is awaiting the zoning and building permits. Mr. Lutter noted that a request for a joint permit on Chapter 106 was received and he has a call into DEP to be assured that this is not necessary as it is the same as the previous issue.
Act 537 Valley Creek Trunk Sewer Project
Mr. Goldberg reported that Tredyffrin Township dropped cost and attached one addendum, which VFSA wants removed. He reported that he has had discussions with East Whiteland Township about the sheet and made them aware of the situation. This was explained to Tredyffrin Township as well.
Ultra Violet (UV) Construction
Mr. Goldberg reported that the concrete work should be completed by the end of this week and that the project was going well. He noted that the bulk tank will go in the operations building and that the conduits already exist there. He explained that this will avoid a lot of excavation and be less expensive and he is currently working out the details with the contractor. Mr. Goldberg reported that the staff reviewed the line for the service water filter backwash piping scheme and have found the better route will reduce costs. He reported that the project is progressing smoothly and no serious problems have been reported.
Other
Mr. Pinchok reported on his findings with the solicitor in regards to the scholarship information. He reported that there would be no legal issues and the decision would be made annually with no formal policy by the Authority. He noted that the fund would need to exclude VFSA employees’ and Board members’ children to avoid any conflicts and provided the Board with the school’s response. Following a brief discussion, the Board concurred to contribute equal amounts of $1,500 to both the Phoenixville and Great Valley School Districts as a Memorial Fund. Mr. Reese made a motion to approve the $1,500 per school amount and to empower the Personnel Committee to work out the details and establish the criteria with the school districts. Mr. Rodgers seconded the motion and the Board unanimously approved.
Mr. Pinchok discussed the municipal lien and amended municipal lien fees currently charged by Lamb McErlane. He noted that he has discovered a local Phoenixville attorney with much lower rates and will provide the Board with his references and resume for further consideration.
Mr. Pinchok reported that the solicitor has not received any responses from either CitySwitch or the insurance adjusters and is proceeding with the legal filings.
Mr. Pinchok informed the Board that committee meeting dates are needed within the next month or two.
Mr. Reese inquired as to whether VFSA has the opportunity to help with snow removal at the local townships, hospitals or school districts. Mr. Pinchok stated that unfortunately VFSA does not have enough staff to do so and that their own equipment is outdated and currently needs to be replaced.
Staff Assignments
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:53pm and the Board immediately entered into Executive Session.
Executive Session
Upon adjournment from executive session, Mr. Reese noted that the Board discussed personnel matters. The executive session ended at 9:25 pm.