Valley Forge Sewer Authority

Meeting Minutes

March 10, 2008

The Valley Forge Sewer Authority meeting was held on Monday, March 10, 2008, at 7:00 pm . The following people attended the meeting: Board members: Daniel Reese, Marilyn Randolph, Norman Vutz, William Hochwind, Michael Rodgers, Charles Melle; Staff, Leonard Pinchok and Martin Goldberg ; Consultant: Lawrence Lutter.

Rick Taylor, Lloyd Knauer, Mike Berish and Steve Yuhas also attended the meeting.

Mr. Reese called the meeting to order with the Pledge of Allegiance.

Public Comment

Mr. Dan McGroary and Mr. Pat McLaughlin, neighbors in the community were in attendance for the monthly meeting. No comments were made to the Board.

Meeting Minutes

The February meeting minutes were presented to the Board for approval. Ms. Randolph made a motion to approve the minutes as presented. Mr. Melle 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 February and that there was one odor complaint for the month. He reported that the tank cleaning and inspections on both primary tanks had been completed and commended the staff for an excellent job. He also reported that operations are currently looking at optimizing the chlorine disinfection system and that preliminary tests look good. He will have better data next month, but reported that a small amount of ammonia improves disinfection and reduces chemical usage. Mr. Goldberg also informed the Board that the gates could only be repaired to a level to bypass both tanks together, therefore having no primary tank in operation while cleaning and requiring an increased concentrated effort by the staff to complete the tasks quickly. He assured the Board that when the plant upgrades are made, the problem will be resolved and that the gates are on the list of items to be evaluated. The Board accepted the report as presented.

The Board also expressed concerns regarding a news report of prescription drug residues in the waterways and a brief discussion ensued with regards to both the wastewater and potable water treatment processes. The management team will keep an eye on this issue.

Financial Report

Mr. Pinchok presented the February combined statement of operations to the Board. He reported that the sewer rental income monies and the partner contributions were received. He reviewed the Revenue/TPO Budget to Actual summary, as well as Funds 10 and 20 with the Board. He stated that both Funds were showing a surplus and were on budget.

He reported that there were no significant changes and explained how salaries are shown on the report. It was mentioned that Cara was on maternity leave upon the birth of her child and the Board instructed Mr. Pinchok to send their congratulations to her. There was also a brief discussion regarding electrical usage and Mr. Goldberg stated that a PECO account manager works with VFSA constantly and they monitor usage closely.

The A/P invoices presented for payment equaled $207,313. Mr. Hochwind discussed the stop payment made on a check for $140,838 that was never cashed by Treddyfrin Township and that the reissued check was not included in the totals presented for payment. He also requested that the Check Register Report be included in the Board packets each month and recommended that all future checks be imprinted with a stale date on them that coincides with the banks' stop payment policy. Mr. Pinchok stated he would check with the bank regarding their policy and inquire on the stale date validation process. Mr. Hochwind then made a motion to approve the A/P summary as outlined for $207,313, along with the reissued check to Treddyfrin Township in the amount of $140,838, stating that the new Check #10593 dated 03/10/08 replaces the previous Check #9959 dated 07/09/07 for the same amount and therefore acknowledging that the Board is also approving the check register report in the amount of $348,151. Mr. Rodgers seconded the 3-part motion and the Board unanimously approved.

The Treatment Plant Construction Fund for $5,079 and the Capital Improvement Fund for $6,922 were both presented for payment. Mr. Rodgers made a motion to pay both requisitions. Mr. Vutz seconded and the Board unanimously approved.

The Imprest/Petty Cash Fund presented for payment equaled $1263. Mr. Rodgers made a motion to pay the expenses. Mr. Melle seconded and the Board unanimously approved.

The Debit Card purchases presented for payment equaled $708. Mr. Melle made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.

Mr. Pinchok also reviewed the Payroll Account report with the Board.

Act 537 Plan

Mr. Goldberg reported on the status of the Regional Act 537 Plan. He stated that he received approval from the Chester County Planning Commission with regards that VFSA had addressed all their comments and DEP had been notified. Mr. Goldberg reported that the staff and Buchart-Horn have worked on the comments, which were very detailed and tedious, for the past month and that the CCPC approval accounted for approximately one third of the submittal that has been sent to DEP and that DEP is currently reviewing. VFSA expressed a desire for PADEP to review the submittal information prior to conducting a meeting with VFSA.

Mr. Goldberg stated that he expected to meet with DEP later in March and would have a better insight of the finish line at that time. He did not foresee any significant problems.

Mr. Goldberg also noted an important point made in the cover letter expressing the fact that the time frame is longer for the VFSA because of the larger design and construction work required to expand the treatment plant and would prefer to have adequate assurance from DEP that VFSA will not have to wait for other township plan approvals prior to moving forward with its' own plan, once DEP has approved the submittal presented. Mr. Goldberg acknowledged that the VFSA is on a critical path and that DEP comments had contained a few more additions, requiring an updated scope of the addition rework. He also noted that the pump station expansion is also on hold until receiving DEP approval of the Act 537 Plan.

Mr. Lutter reported that Buchart-Horn has drafted a scope of the project regarding the rework for the addition and that the information compiled will be presented at committee level. Mr. Goldberg stated that he preferred to meet with DEP prior to the committee meeting, thereby being better informed and with more information available. Committee meeting for all departments has not yet been scheduled but will be forthcoming shortly.

New Business

Norfolk Southern Railroad Tower Issue

Mr. Pinchok reported on the Norfolk Southern Railroad tower issue. He stated:

“FYI – To the Public: This is NOT a staff or Board decision to erect a cell tower.”

Mr. Pinchok reported that in the April 2000 meeting minutes, Nextel had inquired upon erecting a cell tower on the property. Inquiries within the neighborhood were made and at the May 2000 meeting, it was disclosed that the neighbors overwhelmingly opposed the suggestion. Upon further discussion of the pros and cons of such a tower, the Board rejected the Nextel agreement with a motion vote of 3-2 and it became a dead issue.

Mr. Pinchok reported that two months ago, a firm was detected performing a balloon test on the property and that was the first hint that something was being planned. Two weeks ago, an individual inquired about the electrical sources into the VFSA, which are private not public, with interests to share the lines for the tower. He was informed that the VFSA was not interested in doing anything because they are not aware of the plans involved. A meeting was to have been scheduled, however, the representative has not returned. At this time, the VFSA does not even know whether this is a cell or communication tower.

Mr. Vutz stated that he would notify Mary Bird, Schuylkill Township Manager, of the information discussed at tonight's meeting and request that she contact Norfolk Southern Railroad to determine exactly what their intentions are on this issue.

Old Business

Pump Station Upgrade Report

Mr. Goldberg reported that Buchart-Horn is working on cost estimates for the construction of the changes; however, this project is on hold until further word is received from DEP. The Board will reschedule discussion on a future agenda.

Other

Board Appreciation

Mr. Reese expressed the Board's sincere thanks and appreciation to the staff for the commendable effort required during the tank cleanings, of which it was noted that there had been no odor complaints while the project was underway and had been completed within the time frame. A luncheon will be held for the staff in appreciation.

Intern Project

A follow-up of the intern project discussed last month has been determined to be in its infant stage at this time. DEP is to keep the VFSA updated on further developments.

Staff Assignments

1.) Have check changes researched / check signers' validation.

2.) Research how chemical traces in drinking water affect VFSA.

3.) Congratulations to Cara on birth of child.

4.) Add Check Register Report to Board packets.

5.) Indicate on Treddyfrin reissue Check that replacing Ck# 10593.

6.) Include Debit purchases in Board packets.

7.) Set date for tour of pumping station.

8.) Cell or communication tower issue.

Adjournment

Mr. Reese adjourned the monthly meeting at 8:05 p.m.