Valley Forge Sewer Authority
Meeting Minutes
July 12, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, July 12, 2010, at 7:30 pm. The following people attended the meeting: Board members: Norman Vutz, William Hochwind, Michael Rodgers, and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Mr. Bo Erickson, representing the Benson Company and Mr. Joe Ryan, Attorney were also in attendance.
Mr. Rodgers called the meeting to order with the Pledge of Allegiance.
Public Comment
No public comment was made.
Meeting Minutes
The June meeting minutes were presented for approval. Mr. Rodgers made a motion to approve the minutes. 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 June and that there were no odor complaints for the month. He also reported that installation had begun for the hydrated lime filter system line that will replace the existing outdated system. The staff is performing this work. He noted that flows are down which is a reflection of the dry weather. Mr. Goldberg also reported that the plant participates in load curtailment when required, but the contract results in no curtailments of more than six hours at a time. Participation in this program helps contribute to the avoidance of brownouts in our area and the VFSA is paid for successfully participating in this program.
2009 Audit Report
Mr. Pinchok reviewed the Letter of Audit summary with the Board and answered questions they had on the audit. He noted that the Joint Board reviewed the Treatment Plant audit at their meeting held on June 22, 2010 and unanimously approved. Following a brief discussion, Mr. Hochwind made a motion to approve the audit report in its’ entirety. Mr. Vutz seconded the motion and the Board unanimously approved the report.
Financial Report
Mr. Pinchok reported that the developer’s escrow bank account has been included within the financial reports as discussed per the prior meeting. He noted that each developer has their own account and liability to VFSA. He stated that 10% is retained for the duration of the warranty period.
Mr. Pinchok then reviewed the combined statement of operations with the Board. He reported that the revenue fund was a little behind and being closely monitored. He anticipated the fund would be okay by year end. Mr. Pinchok also reported that the TPO fund was also under budget but that the plant was starting to collect liens and legal fees.
The A/P Invoices presented for payment equaled $711,695. He noted that this included the $504,072 payback to the partners. Ms. Randolph made a motion to pay the invoices. Mr. Vutz seconded and the Board unanimously approved.
The requisitions presented for payment totaled $533,327. Ms. Randolph made a motion to pay the TPO requisitions in the amount of $59,473. Mr. Vutz seconded and the Board unanimously approved. Mr. Vutz made a motion to pay the C I requisitions in the amount of $473,854. Mr. Rodgers seconded and the Board unanimously approved.
The combined Imprest Fund/Petty Cash expenses in the amount of $286 and the Debit card purchases in the amount of $2,062 were then presented for payment. Ms. Randolph made a motion to pay these expenses. Mr. Vutz seconded and the Board unanimously approved.
New Business
Kimberton Meadow Pump Station
Mr. Erickson expressed an interest to confirm the finalization for the dedication of the Kimberton Meadows Pump Station and noted that some technical issues needed to be addressed. He reported that Benson Company has maintained the pump station over the past three years and that they would like to have the final inspection and punch list items completed within one month. He also mentioned final release of the 10% contingency escrow. Mr. Goldberg explained that he was relying on VFSA’s resident inspector to finalize these dedication items, and that this individual had been ill for several months. Mr. Erickson asked that in his absence, would the VFSA rely on the VFSA inspector to finalize dedication items with Benson. Mr. Goldberg told Mr. Erickson that he would rely on Buchart-Horn, VFSA’s engineer of record, to visit the station with the Benson Company and VFSA staff and develop a final punch list that VFSA would stand by as being adequate for dedication. Mr. Erickson was in agreement.
Old Business
2009 Engineers Report
Mr. Lutter inquired as to whether the Board had any questions or comments with regards to the 2009 Engineers report. Following a brief discussion, Mr. Hochwind made a motion to approve the 2009 engineers report. Mr. Vutz seconded and the Board unanimously approved.
Major Pump Stations
Mr. Goldberg reported the installation construction was proceeding on schedule for the Pothouse Road Pump Station. He noted that substantial completion was being projected for late November 2010.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the UV system construction project was proceeding as scheduled, as well as the plant design project. The major highlights being addressed in the plant design included the return activation sludge system, the polymer system and the conveyor system configuration. He reported that Buchart-Horn was meeting with the staff to discuss various design ideas.
Mr. Goldberg reported that soil borings were scheduled to begin next week and that permit applications would be submitted in the August/September time frame. He anticipated the project would go to bid by early 2011.
Act 537 Wilson Road Project
With regard to the Valley Creek Trunk Sewer Act 537 Plan, Mr. Goldberg reported that there has been no activity for the past two months. He stated that Len and he were in attendance at a meeting back in May which included the VCTS partners and the Pennsylvania Department of Environmental Resources (PADEP). At that meeting cost sharing methodology was discussed.
He also reported that the bids for construction of the Wilson Road pump station costs were reviewed, and that the bids were significantly lower than what was in the engineer’s estimate.
With regards to the cost sharing for the VFSA treatment plant expansion/upgrade, he noted that at the July Joint Board Meeting, there was a motion and unanimous vote agreeing to the cost sharing as outlined and submitted.
Staff Assignments
1.) Follow up with Benson Company.
2.) Invoice Tredyffrin Township – 2009 Audit.
Adjournment
Mr. Vutz made a motion to adjourn the regular monthly meeting at 8:25pm. Ms. Randolph seconded and the Board unanimously agreed. The Board immediately entered into executive session following the adjournment.
Executive Session
Upon emerging from executive session, Mr. Rodgers noted that the Board discussed legal matters with regards to the cell tower. Mr. Rodgers then made a motion to adjourn the executive session at 8:28pm. Mr. Vutz seconded and the Board unanimously adjourned.