Valley Forge Sewer Authority
Meeting Minutes
June 14, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, June 14, 2010, at 7:30 pm. The following people attended the meeting: Board members: Daniel Reese, Charles Melle, William Hochwind, Michael Rodgers, Norman Vutz and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Mr. Taylor and Mr. Knauer were also in attendance.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
Mr. Knauer noted that the contractor assigned to the UV System will do a good job.
Meeting Minutes
The May meeting minutes were presented for approval. Mr. Vutz made a motion to approve the minutes. Mr. Rodgers 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 were no odor complaints for the month. He also reported that there were currently no major projects ongoing and that a small test was performed on the UV system.
Financial Report
Mr. Pinchok reviewed the combined statement of operations and the Revenue and TPO Budget to Actual summary with the Board. He reported that Fund 10 was a little behind budget and that the electrical costs were running a little high for the pump stations. Mr. Pinchok noted that he would keep the Board apprised of the pump station emergency work status.
The A/P Invoices presented for payment equaled $207,743. Mr. Rogers made a motion to pay the expenses. Mr. Melle seconded and the Board unanimously approved.
The requisitions presented for payment equaled $224,131. This amount represented a treatment plant construction fund expense of $15,275 and capital improvement fund expenses of $208,856. Mr. Rogers made a motion to pay the requisition expenses. Mr. Hochwind seconded and the Board unanimously approved.
The combined Imprest Fund/Petty Cash expenses in the amount of $895 and the Debit card purchases in the amount of $1,168 were then presented for payment. Mr. Hochwind made a motion to pay these expenses. Mr. Vutz seconded and the Board unanimously approved payment.
Committee Meeting
Adhoc Committee
Mr. Reese reported that the Adhoc committee met on Thursday, June 10, 2010 and reported that it was a very positive meeting. He reported that the committee reviewed the very organized spreadsheet of the operational and capital accounts covering a ten to almost twenty year forecast. It was also noted that the bond is to be paid off this year and the Authority will no longer have that expense. He reported that the committee agreed that it would not make sense to lower rates now only to raise them again within the next three to four years.
Mr. Melle noted that rates are fairly low across the state and that the Authority is doing the ratepayers a good service. Mr. Hochwind stated that rates have been sustained for the past twelve years and agreed that rates are very fair. The Board noted that the staff provided a very professional report and did a fine job with the low, high and in-between forecasts.
The Board notified the staff that a review of all the insurance coverage the Authority currently carries, as well as, insurance not carried, be added on a future meeting agenda.
New Business
2009 Engineers Report
Mr. Lutter reviewed the 2009 Engineers report with the Board providing an Executive Summary and Recommendations. He reported on the financial summary of expenditures and noted that it was another very good year. The operation maintenance was excellent, the biosolids were used 100% agriculturally and the septic dump volume increased without raising costs.
Mr. Lutter noted that a major milestone was accomplished with the approval of the Act 537 Plan in 2009. He reported that the concept design and UV system design were both completed in 2009 and that the UV system project is currently well underway and is projected to be completed by April 2011. The pump station project is also underway and a $212,000 grant has been received for said project. He reported that the staffing level has been kept at a minimum and not expected to increase with the expansion. It was noted that there will be a need of expertise for more technical computer service but that training will be provided for in-house employees, as well as, operators and maintenance.
Mr. Lutter reported that the staff provided a very comprehensive plan for the 10-20 year outlook of the infrastructure management plan and that odor complaints are the lowest since records have been kept. He also reported that the H2O grant supplement package has been submitted to the state as a back-up to the original application.
The Board will review the report and discuss further at the July monthly meeting.
2009 Draft Audit Reports
Mr. Pinchok reported that the final audit report should be received within the week and he provided the Board with a color-coded summary sheet of detailed line items for both the treatment plant and revenue fund. The Board will review the summary sheet and audit report and contact Mr. Pinchok with any questions they may have.
Mr. Pinchok reported that the reports were presented fairly, investments are up by 3 ½% and the overall revenues have increased. He also stated that the Board will be notified at the July meeting of the Joint Board actions on their portion of the audit report.
Other
Mr. Pinchok reported that Mary Bird of Schuylkill Township is in search of an acre of land for a leaf recycle center. He presented several scenarios to the Board and requested their input of whether this is a feasible plan or whether another piece of property will be needed. The Board noted there is an interest as long as the center would not in any way jeopardize the plant. They instructed the staff to notify Ms. Bird to contact DEP and proceed with the plans.
Old Business
Major Pump Stations
Mr. Goldberg reported that the major pump station construction is on schedule. He noted that a critical path item is the arrival of the pumps and drives which are scheduled to be here by early July 2010. He reported that once they are received, it will be a few weeks per station for installation to be completed. Mr. Goldberg estimated a substantial completion by late November 2010. He reported that the contractors are doing a good job and that Buchart-Horn and staff are making frequent visits to the sites.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the contract has been signed for the design of the plant expansion project and that the design is proceeding. He also reported that the Authority and Buchart-Horn are meeting with Schuylkill Township for the permitting requirements. Mr. Vutz noted that the preliminary plan shows a little work in the steep slope areas.
Act 537 Wilson Road Project
Mr. Goldberg reported that there has been no activity since the last report. He noted that the VFSA has provided comments in both letter and email form. With regards to the expansion of the station itself, he noted that bids were received today, June 14, 2010 and that there was good activity with the bids significantly under estimates.
Other
Terry Woodman, East Whiteland’s township manager, emailed a reminder that the VFSA Treatment Plant Agreement (TPA) is due to expire or automatically renew. Mr. Pinchok noted that the agreement can only be terminated or changed if all parties agree to it. All partners listed in the TPA are not considering any changes or termination of the current agreement.
Mr. Reese inquired as to the PMAA attendance due to be held in September 2010. Mr. Pinchok reported that no information has been received but that he will begin to research.
Mr. Pinchok informed the Board that a letter has been submitted to Vince Pompo with regards to the restoration of trees destroyed by the City Switch tower. He reported that there has been no response as yet. Mr. Vutz noted that there has been some settlement made with Schuylkill Township and that the railroad may cancel the City Switch land lease. If that happens, City Switch will have to remove the tower that has been erected.
Mr. Reese instructed Mr. Pinchok to research whether the land has been surveyed and if Mr. Faggioli is staying within the perimeters. Mr. Pinchok did notify the Board that the lease states the land must remain in same condition. The Board also inquired as to whether the Authority is receiving a fair market value price on the land lease. The Board instructed the staff to revisit the deal and review the work that is done for the VFSA. Mr. Pinchok indicated that Delaware Valley Paving is conforming to the boundaries as set in the agreement. The staff informed the Board that the lease agreement was negotiated to compensate the authority with an agreed amount of paving work in lieu of monetary compensation. The value of the compensation is deemed satisfactory.
Staff Assignments
1.) Developer escrow account added to lead sheet.
2.) Contact Reinsel Auditors.
3.) Research insurance listings and coverage.
4.) Research PMAA conference attendance.
5.) Adhoc committee reports sent out.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:45pm and the Board entered into Executive Session.
Executive Session
Upon adjournment from executive session, Mr. Reese noted that the Board discussed current VFSA staffing. The executive session ended at 9:20 pm.