Valley Forge Sewer Authority
Meeting Minutes
June 9, 2008
Amended July 20, 2008
The Valley Forge Sewer Authority monthly meeting was held on Monday, June 9, 2008, at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, Charles Melle, Michael Rodgers, Marilyn Randolph, Norman Vutz, and William Hochwind; Staff, Leonard Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Mike Berish, Lloyd Knauer, and Steve Yuhas were in attendance, as well as, Rusty Strauss, East Pikeland Township Board of Supervisors Chairman and Laurie Williams, Schuylkill Township Supervisor.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
Mr. Berish conveyed his neighbor's amazement that rates have not been raised and expressed their appreciation of that to the Board.
Meeting Minutes
The May meeting minutes were presented for approval. Mr. Vutz made a motion to approve the minutes. Mr. Melle 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 May and that there was one odor complaint for the month. He stated that the staff was still testing a couple of areas which should improve air quality further. Mr. Goldberg reported that the pump station odors were also currently being looked into. He stated that testing was currently being done through simulation of various operating conditions and fine tuning being made. The Board thanked him for his report.
Financial Report
Mr. Pinchok presented the May combined statement of operations to the Board. He reported that it was a pretty quiet month with the biggest expenditures being payroll and accounts payable. He reviewed the Fund 10 and 20 accounts with the Board and reported that the auditor reclassed several employees thereby increasing rates slightly over budget. The Board had no further questions.
The A/P invoices presented for payment equaled $197,648. Mr. Rodgers made a motion to pay these invoices. Mr. Vutz seconded and the Board unanimously approved.
The Imprest/Petty Cash Fund presented for payment equaled $479. Mr. Rodgers made a motion to pay the expenses. Mr. Vutz seconded and the Board unanimously approved.
The Debit Card purchases presented equaled $3,293. Mr. Vutz made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.
Regional Act 537 Plan
Mr. Goldberg reported on the status of the Regional Act 537 Plan. He updated the Board on the meeting scheduled June 5 and reported that DEP outlined exactly what they want. DEP is requesting needs analysis reports from each community with more documentation of back up numbers to review if meets their requirements. There would also be a 30 day public comment period. VFSA meeting with all 8 communities to get an idea of where each stands individually and to coordinate the work effort. Buchart-Horne will continue to monitor the progress and inform the Board of any municipality which is lagging. Mr. Goldberg reported a need to get all communities on the same page as to what is needed before submitting meeting minutes to DEP. He also reported that Buchart-Horne cannot move forward with design until the plan is approved. Mr. Goldberg did receive verbal approval from DEP to proceed with the pump station upgrade plans. He stated that the next step is to meet with all 8 communities and get game plan back to DEP. He also reported that DEP to reimburse each community 50% of costs for needs analysis and plan. One submittal for reimbursement will be made by VFSA and figures from each community for back-up. The Board thanked Mr. Goldberg for the update.
Old Business
2007 Audit Report
Mr. Pinchok reviewed the audited financials with the Board. He stated that the report was fine and a management letter accompanies the financial. Following a brief review by the Board, Mr. Rodgers made a motion to approve the 2007 Audit Report and implement auditor recommendations. Mr. Melle seconded and the Board unanimously approved.
New Business
2007 Annual Engineer Report
Mr. Lutter provided a review and reported on the highlights of the 2007 Engineers' Annual Report to the Board. He stated that the VFSA had the lowest number of odor complaints since began tracking (18+ years.) and that the Regional Act 537 is the largest major project the Authority faces. He reported that operations and maintenance of the plant are very good and that when DEP inspected in August the Authority passed with no violations. He commended staff for efforts on several aspects, including improvement of the chlorine residual, septic dump cost benefit analysis, completion of model pump station and meeting all financial obligations. Recommendations included establishing the 537 time line with regards to the DEP meeting, continuing with I & I procedures, capital planning of infrastructure, and review of energy conservation on major cost items. Mr. Lutter also stated that the pre-treatment efforts a good program to continue and that the safety and training program is active and going very well. He reported that there were no loss time accidents for 2007. The Board thanked Mr. Lutter for his informative report.
Committees
Administration and Finance
Mr. Pinchok reviewed the agenda items discussed at the Administration and Finance committee meeting of June 5, 2008. He reported that the committee reviewed the meeting minutes from September 2007, as well as, the audit report. The committee discussed the 2001 – 2007 analysis and reported that operating revenues maintaining themselves. He reported that the overall operating expenses were lower for the third year in a row. Mr. Goldberg reviewed the Asset Management report with the Board regarding the amount on balance sheet versus project costs over the next 20 years. He concluded that there is a 30% cushion overall. He also discussed inflation costs on chemicals and electricity and reported that alternatives will be reviewed again.
A letter from the union was acknowledged and a request was made to allow the staff to review before presenting to the Board. Mr. Vutz made a motion to have the staff deal with the union. Mr. Reese seconded and the Board unanimously approved.
The committee also discussed the communication tower update and suggested a list of concerns be presented to the solicitor. The VFSA is to carbon letter to the township regarding the tower plans and the emergency exit access road out back end of property.
It was also reported that the right-to-know laws were being updated regarding the term “public record” and the solicitor will make sure VFSA is notified of any changes well before the law is enacted to keep in compliance.
New Business
Chlorine and Sulfur Dioxide Contract
Mr. Goldberg reviewed the bids received with the Board and recommended awarding the contract to the low bidder. Mr. Vutz made a motion to award the Chlorine and Sulfur Dioxide contract to the low bidder, Univar. Mr. Rogers seconded and the Board unanimously approved the contract award.
2008 Teamster's Local #77 Scholarship
Mr. Pinchok presented the options available, as well as, the donation made last year to the teamster's Local #77 scholarship. Following a brief discussion, the Board concurred to donate the same amount as last year. Mr. Reese made a motion to support a full page ad. Mr. Melle seconded and the Board unanimously approved.
Other
PMAA Packets
The PMAA event is being held the second week in September and the Board concurred to hold the monthly meeting on the third Monday of the month. The Board determined it necessary to reschedule the meeting now, so schedules can be arranged accordingly.
Developer Letter
Ms. Randolph and Mr. Melle met with Rusty Strauss with regards to the developer letter. Mr. Strauss is to address the issues regarding the letter and procedures to be followed.
Outside Lighting
Mr. Reese requested that the outside light above the public access door be moved to shine down onto the steps and to draw the bugs away from the doorway.
Staff Assignments
1.) Review group long distance prior balances.
2.) Review ordinances with each township.
3.) Meet with each township for needs on Act 537.
4.) Letter to railroad regarding tower concerns.
5.) 2001-2007 Audited financial statement analysis.
6.) Advertise and move September monthly meeting from 09/08 to 09/15/08.
7.) Notify union that 1 st proposal may be submitted to VFSA managers.
8.) Relocate light at the public access door.
9.) Provide Mike Berish with draft copies.
10.) Thank you from the Board to the staff regarding monitoring.
11.) Study of commodity costs.
12.) Reimbursement framework.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:30pm and the Board immediately entered into Executive Session.