Valley Forge Sewer Authority
Meeting Minutes
June 13, 2011
The Valley Forge Sewer Authority monthly meeting was held on Monday, June 13, 2011, at 7:00 pm. The following people attended the meeting: Board members: Charles Melle, Norman Vutz, Michael Rodgers, and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter. Several employees also attended the meeting.
Mr. Melle called the meeting to order with the Pledge of Allegiance.
Public Comment
No public comment was made.
Meeting Minutes
The May meeting minutes were presented to the Board. Mr. Vutz 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 May and that there was one odor for the month. He reported that the homeowner was contacted and the issue was promptly addressed. Mr. Goldberg reported that the carbon filters were changed in the main odor control unit at the plant and commended the Staff on a job well done.
He also noted that one centrifuge has been sent out for refurbishing as preventative maintenance and that the bench spare centrifuge is presently being used. He reported that a shed electric load demand event occurred on May 31, 2011 and noted that since it was outside the contract limits, the Authority will receive additional reimbursement as a result.
The Staff is currently fine tuning the treatment process to balance out both sides of the plant for the last ten days and reported that this may improve the effluent and reduce the chemical usage for recycle activated sludge (RAS) chlorination. A fifth communication system has been installed at the Perkiomen Station that allows 24/7 monitoring by computer and complies with PADEP requirements. There is a current plan to install the same system in all the small stations.
Mr. Goldberg reported that the failed pump at Pothouse Station is back on-line and that no culpability was found on the part of VFSA. It was determined that the wrong wear ring was installed in the pump and this appears to have been what was causing the problem with the pump. He also reported that the Staff is currently working on installing a rebuilt salvaged pump at the Charlestown Pump Station and associated piping improvements. He noted that the Asset Management Plan includes plans to rebuild and upgrade all the small pump station in a future timeframe.
Also, in the upcoming month, Mr. Goldberg reported that the UV System is scheduled to start up within the week and after 30 consecutive days of successful operation of the UV System, the Authority will be able to shut down the chlorine system. The Board thanked Mr. Goldberg for his report.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board. He noted that it was a standard month with no surprises. Mr. Pinchok reported that both the Treatment Plant and the Revenue Fund were carrying a surplus and that the Revenue Fund was a little below on expenses. He answered the Boards’ inquiries on the reports.
Mr. Pinchok then presented the Imprest expenses of $1,422, the A/P Invoices of $211,014, the Petty Cash expenses of $75, the requisition expenses of $90,127 and the Debit card expenses of $1,722 for approval for payment. Mr. Rodgers made a motion to approve all the expenses as presented. Mr. Melle seconded the motion and the Board unanimously approved all payments.
Mr. Pinchok informed the Board that one debit card had been compromised and that he was currently working with the bank for reimbursement of the miscellaneous fees charged to the account. He noted that he currently was reviewing changing to a Visa-type system and requested the Boards’ opinion on the matter. The Board concurred to the change.
Joint Board Meeting Report
Mr. Goldberg reported that the Joint Board Meeting was held on May 24, 2011 and they welcomed their newest member, Norman Vutz. The Joint Board reviewed and approved the minutes presented, as well as tentatively approving the draft audit. A summary was given on the progress of the UV System construction and also discussed a change order request that was over $25,000. He reported that a motion was made to approve the change order and the motion was passed unanimously.
It was noted that there were no members in attendance from either Willistown or East Pikeland townships. There was a discussion regarding any changes in the Treatment Plant Agreement and to revisit the $25,000 limit for change orders requiring specific Joint Board approval. Ms. Terry Woodman from East Pikeland preferred to leave the Agreement as is.
The Board also discussed when more capacity would be needed and various strategies with respect to the legal situation with the neighbor. The Joint Board was informed that no H20 grant had been awarded for the VFSA and the grant application submitted for the treatment plant upgrade/improvement project, and Ms. Woodman suggested hiring a trained grant specialist if future grants become available.
The Joint Board tentatively scheduled October 20, 2011 for their next meeting.
New Business
2010 Audit Report
Mr. Pinchok reviewed the highlights of the draft audit report with the Board. He provided comparisons of 2009 and 2010 and actual-to-budget expenses. The auditors noted that the statements presented the financials fairly with no significant differences in procedures or problems with the Authority’s activities or financial stability.
Mr. Pinchok then reviewed the second report with the Board which determined that the TPO report was also presented fairly. Finally, he reviewed the third report, the report to the Board of Directors which represented a ‘report card’ to the Board. This report notes matters to be communicated, procedures and comments. It showed that no transactions were out of the ordinary and that all rules and regulations of procedures were being followed. The fixed assets/asset management showed no problems and within guidelines.
Mr. Pinchok noted that the only weakness listed in the audit report was a lack of segregation of duties, which has been listed for several years. He also acknowledged that there was a considerable amount of information and requested that the Board review the material for the next 30 days. He noted that the audit report would be revisited at the July monthly meeting and would also be submitted for approval at that time. Mr. Pinchok commended the accounting staff for a great job throughout the audit year. The Board acknowledged the efforts of the accounting, office and laboratory staff, for all their hard work and involvement.
2010 Engineer’s Report
Mr. Lutter reported on Buchart-Horn’s annual assessment of the VFSA. He noted that the Authority and staff had an excellent year and a very good performance record. He reported that the Authority met all effluent requirements and all biosolids were again beneficially re-used 100%. The Authority met all financial obligations and noted that even though flow was up by 2%, the costs to treat the flow had dropped. He explained that this shows improvement of how the Authority runs and has become more efficient. The report showed that the septic volume was up 5% from last year and still profitable. There was one odor complaint, which is the lowest on record and a great accomplishment in itself. He commended the good operators and maintenance staff with being very knowledgeable in computers, which is beneficial to plant management.
Mr. Lutter also reported that the budget is being met with current rates and that the capital funds are being maintained. The UV initiation is the first major step of the Act 537 Plan and is proceeding nicely. Buchart-Horn recommends continuing the overall plans that are in progress and to continue to address potential Infiltration and Inflow (I&I) in their system.
Chapter 94 Report
Mr. Goldberg reported that the 5-year lookout for the TP flow versus capacity was presented to DEP and that DEP will review and present comments back to the Authority. He also noted that DEP sent guidance to help prepare the documents to be submitted. The Authority used the guidance to respond and noted that DEP appreciated this format as it made the report easy to review. He reported that using methodology in the 5-year outlook, the Authority would still be under the 9.2 limit, but would be very close. There have been several phone calls between Mr. Goldberg and the DEP reviewer thus far and the Authority anticipates receiving a formal submittal from DEP in time for the July monthly meeting. Mr. Goldberg also noted that commendations be given to Rick Taylor, as he was highly instrumental in preparing the documents that were submitted to DEP.
Other
It was noted that Valerie Rodden, Frank Rodden’s daughter, was awarded a scholarship from Teamsters Local 66. It was also noted that Tianna Tucker from Conestoga High School, who is Mike Jalc’s granddaughter, was awarded a scholarship for her excellence in the teaching field and is to continue her education at Bloomsburg University.
Old Business
Wawa and CVS Agreement
Mr. Pinchok reported that he contacted the WaWa and CVS headquarters staff with regards to the billing discrepancies on the Phoenixville charges. He reported that they agreed to pay the difference on the billings and that VFSA staff was finalizing the totals for them. Once payment is received from them, then Phoenixville will be paid.
Coldstream Crossing II
Mr. Yuhas discussed the small extension of 44 additional units at Coldstream Crossing II with the Board and reported that East Pikeland Townhip is in favor of getting the project approved. Mr. Lutter noted that Buchart-Horn has no problem with the layount of the sewer system presented. Mr. Rodgers made a motion to approve the addition with the condition that all legal agreements be finalized. Mr. Vutz seconded the motion and the Board unanimously approved.
Major Pump Stations
Mr. Goldberg reported that half of the retainers have been paid and there are some small punch list items being finalized. He reported that the VFSA is maintaining the stations and that should be completed by July/August 2011.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the project is at 95% design and that the staff is working with the engineers and currently reviewing. He reported that construction documents should be ready for bid by August/September. He noted that the legal situation must be resolved before proceeding to bid and that he is still waiting on the Chapter 106 permit, of which the application has been submitted to DEP.
Ultra Violet Construction
Mr. Goldberg reported that the change order has been approved for the sodium hypochlorite tank by the Joint Board. He also noted that the staff studied the design and concluded that fiber optics should be run between buildings. Buchart-Horn and the staff are working with the contractor to evaluate pricing to add this to the UV construction project at this time.
Other
Mr. Pinchok reported that the VFSA scholarships were awarded to two recipients. Mr. Goldberg made the presentation at Great Valley High School to Alexandra Ellis. There was an oversight at the Phoenixville High School in that the formal presentation of the award by Francis Rodgers to Katherine Moakes did not occur at the awards ceremony and a formal apology is expected from the staff of Phoenixville High School.
Staff Assignments
Adjournment
Mr. Melle adjourned the regular monthly meeting at 8:35pm and the Board immediately entered into Executive Session.
Executive Session
Upon adjournment from executive session, Mr. Melle noted that the Board discussed legal matters. The executive session ended at 9:04 pm.