Valley Forge Sewer Authority
2010 Annual Reorganization
January 11, 2010
The Valley Forge Sewer Authority held its annual reorganization in order to elect officers, and conduct the other votes necessary to reorganize on Monday, January 11, 2010 at 7:30pm. Board members: Daniel Reese, Michael Rodgers, Norman Vutz, Bill Hochwind and Marilyn Randolph 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 all members in their current positions. Mr. Vutz seconded the motion and the Board unanimously approved. 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. Rodgers made a motion to retain all members in their current committees. Mr. Vutz seconded the motion and the Board unanimously approved. Committees are as follows:
Administration and Finance: Daniel Reese, Charles Melle, Marilyn Randolph
Construction & Operations: William Hochwind, Norman Vutz, Michael Rodgers
Public & Intergovernmental: Marilyn Randolph, Daniel Reese, William Hochwind
Personnel: Charles Melle, Michael Rodgers, Norman Vutz
Appointment of Consultants
Mr. Rodgers made the motion to retain the same consultants as the prior year. Mr. Hochwind seconded and the Board unanimously approved. Consultants are as follows:
Consulting Engineer: Buchart-Horn, Inc.
Solicitors: Lamb, McErlane PC
Special Counsel: Morgan, Lewis & Bockius LLP
Bank: PNC Bank.
Auditor: Reinsel, Kuntz, Lesher LLP
The Board concurred to retain the second Monday of the month for the monthly meetings, with the meeting start time to remain at 7:30pm.
Valley Forge Sewer Authority
Meeting Minutes
January 11, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, January 11, 2010, at 7:30 pm. The following people attended the meeting: Board members: Daniel Reese, William Hochwind, Michael Rodgers, Norman Vutz and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Steve Yuhas was also in attendance.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
No public comments were made.
Meeting Minutes
The December meeting minutes were presented for approval. Mr. Hochwind commented on minor wording changes. Mr. Reese made a motion to approve the minutes with the amendments. 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 December and that there were no odor complaints for the month. He reported that there had been 7 odor complaints for the entire year and that was the lowest amount on record in the past 20 years. The Board commended the staff for a job well done in 2009.
Mr. Hochwind inquired as to whether the staff follows up on the Premium Power reports of the pump stations, which contain recommendations of small maintenance items. Mr. Goldberg verified that this was done regularly and Mr. Hochwind requested that the staff review the reports that accompany the invoices.
Mr. Goldberg also reported that Sewer Specialties, an inspection service, provides very comprehensive written reports accompanied by video as well. Mr. Yuhas noted that he could provide back-up documentation for Mr. Hochwind to explain invoice charges.
The Board also instructed the staff to select several topics to discuss throughout the year during short agenda meetings to provide further knowledge of plant operations, including safety issues, laboratory functions, etc.
Financial Report
Mr. Pinchok reviewed the combined statement of operations report with the Board and noted that the January invoices had not yet been received. He noted that there was nothing major to report at this time. Mr. Reese requested Mr. Pinchok to compile the last 5 years of ending balances for review next month.
Mr. Pinchok then reviewed the Revenue and TPO Budget to Actual summary for the period ending December 2009 and reported that the accruals had yet to be applied to the statements because of the invoices not being received as yet. Therefore, Mr. Pinchok noted that both Fund 10 and Fund 20 were both currently showing a surplus, but that would change when the invoices were received. He reported that the audit is scheduled to begin in February 2010 and the Board would have a total breakdown by April 2010.
The A/P Invoices presented for payment equaled $220,816. Ms. Randolph made a motion to pay the invoices. Mr. Vutz seconded and the Board unanimously approved.
The requisitions presented for payment equaled $45,822. Mr. Rodgers made a motion to pay the requisitions. Mr. Vutz seconded and the Board unanimously approved.
The Imprest expenses for $1,197, Petty Cash reimbursements for $80 and the Debit Card purchases for $1,773 were presented for payment. Ms. Randolph made a motion to pay all the expenses. Mr. Hochwind seconded and the Board unanimously approved.
Regional Act 537
Mr. Goldberg reported on the status of the Regional Act 537 plan and updated the Board on the U V system project. He reported that the Delaware River Basin Commission was scheduled to meet on March 3, 2010 and he anticipated approval of the operating permit shortly thereafter. Once that has been accomplished, he noted that DEP should then award the construction permit. Mr. Goldberg was hopeful that VFSA would be able to advertise for bids towards the end of March 2010.
With regards to the rest of the upgrade expansion, he reported the rough draft to be at a 75%-80% completion level and that the report will be reviewed at the Operations and Construction committee meeting. It was also noted that there is no time limitation on the Schuylkill township permit variance.
Mr. Hochwind inquired as to whether any payments had been received from the invoices that had been sent out. Mr. Pinchok reported that payments were not due until February 2010 and that no adverse reactions had been received.
Old Business
Pump Station Progress Review
Mr. Goldberg reported that the project is underway and that shop drawings have been accepted. He anticipated the bulk of the construction to begin in late spring and run through early fall 2010. He reported that DEP had made new requirements regarding the instrumentation, but that it was not a major change order. The change would allow VFSA to receive instant flow readouts and direct communication over the airwaves for pump station status. Mr. Goldberg reported that the project was moving along per schedule. Mr. Goldberg also reported that the separations act issue was not yet finalized; however he did not anticipate any problems to arise.
Act 537 Wilson Road Project
Mr. Goldberg reported that Wilson Road has the same capabilities and recommended that the DEP change order as stated in the previous agenda item be implemented. He also noted that a committee meeting must be held to formulate a plan of action and provide further understanding of the language on how to segregate upgrades and capacities. He also reported that the higher dollar amount came to light following the change from concept design to detail design. Mr. Goldberg also reported that the other parties involved are being kept up to date on all communications and that the VFSA is holding firm to the Act 537 Plan for the Wilson Road Pump Station.
Other
H A Thompson Relationship
Mr. Pinchok reported that H A Thompson is a municipal insurance provider that was discovered at the PMAA conferences. He reported that they cover all the insurances the Authority requires and feels that they are the best option available. He did assure the Board that the staff consistently reviews all options on an ongoing basis.
Access Road Landscape Restoration Status
The Board inquired of the staff whether there had been any reaction from City Switch regarding the landscape restoration. Mr. Goldberg stated that any correspondence or communication would have to go through the attorneys. Mr. Vutz reported that Schuylkill Township had received an informal offer from City Switch and the township rejected the offer.
New Business
Email Archiving
Mr. Reese inquired as to how to leverage archiving for emails and instructed the staff to contact the solicitor for advice and recommendations.
Staff Assignments
1.) Review Sewer Specialties reporting.
2.) Provide Board topics – 3 to 4 per year.
3.) Total fund growth – 5 yr period.
4.) H A Thompson – review catastrophe issue.
5.) Contact Vince regarding email archiving.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:45pm and the Board immediately entered into Executive Session.
Executive Session
Upon adjournment from executive session, Mr. Reese noted the Board’s direction for the staff regarding the access road landscape restoration.
The executive session was adjourned at 8:55pm.