Valley Forge Sewer Authority
Meeting Minutes
May 14, 2007
The Valley Forge Sewer Authority meeting was held on Monday, May 14, 2007, at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, William Hochwind, Michael Rodgers, Marilyn Randolph, Norman Vutz, and Charles Melle; Staff, Leonard Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Several employees, as well as, Jock Rowe, the Teamsters Principal Officer and Michael Rosenfeld of Modell Consulting attended the meeting.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
Mr. Rowe requested to have public comments deferred until the report from the Personnel committee was presented. Mr. Reese declined but allowed Mr. Rowe to comment during the time designated for public comment. Mr. Rowe addressed the Board with concerns regarding possible changes to the medical benefits and the possibility of a change in brokers. He requested that the union have an opportunity to discuss any changes with the Board and insists that they stay within the terms of the contract. The union expects service not to change including cost effectiveness and also, the service degree and level for participants.
Mr. Rosenfeld reviewed their history with the Authority and noted the good track record and impact they have had. He reported that there would be no difference in price and reviewed the value of their benefits. He stated that there is also a health advocate provided for clinical support and that aids clients with access to care.
The Board acknowledged the union's concerns and stated that a more in-depth discussion would be made later in the agenda.
Meeting Minutes
The April meeting minutes were presented to the Board for approval. Mr. Rodgers made a motion to approve the minutes as presented. 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 April and that there were two odor complaints for the month. He also stated that there had not been any further complaints in the current month. Mr. Goldberg reported that there was a little difficulty at the Whitehouse Pump Station during a storm and had stayed on one pump longer than anticipated for the rental pump which incurred extra overtime and expenses. However, all other stations handled the storm very well. Mr. Goldberg reported that the chlorine disinfectant was under control now and that no particular cause was pinpointed. He also reported that the Pothouse upgrade design is proceeding and preliminary drawings are currently being evaluated. He reported that the Authority is budgeted to upgrade one pump per year for the next four years.
He also stated that they would like to review the economy of scale for one contractor to do all four pumps simultaneously at the operations and construction committee level. He reported that the overall infrastructure management program using the same VFD's for all four would ease maintenance and making all four stations the same would be more cost effective. The Board instructed discussions continue at the next committee meeting and to report back to the Board with their findings and recommendations. The Board thanked Mr. Goldberg for his report.
Financial Report
Mr. Pinchok reviewed the updated financial accounts format with the entire Board and explained how this would simplify understanding the statement and fund descriptions. He also included a flow chart that explained where funds originate from.
Mr. Pinchok then presented the April 2007 combined statement of operations to the Board and reported that it was ahead of budget at this time due to expenses being behind but that the upcoming projects would even out the surplus. He reviewed Funds 10 and 20 and reported that the Whitehorse pump station was a little over budget due to the repairs and nor'easter storm. The Board accepted the report as presented.
The A/P invoices presented for payment equaled $249,270. Mr. Hochwind made a motion to pay the invoices as presented. Mr. Vutz seconded and the Board unanimously approved.
The Treatment Plant Construction Fund presented for payment equaled $1,860. Mr. Rodgers made a motion to pay this requisition. Mr. Melle seconded and the Board unanimously approved.
The Capital Improvement Fund presented equaled $9,450. Mr. Rodgers made a motion to pay this requisition. Mr. Vutz seconded and the Board unanimously approved.
The Imprest Fund/Petty Cash Fund presented for payment equaled $820. Mr. Hochwind made a motion to pay the expenses. Mr. Vutz seconded and the Board unanimously approved.
The Debit Card purchases presented for payment equaled $327. Mr. Rodgers made a motion to pay these expenses. Mr. Melle 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 reviewed the road map schedule and timeline with the Board and stated that the Treddyfrin Township construction would be completed by 2009. He reported that the Authority will be okay per their schedule and that the partners have submitted their growth plans and short term numbers in the Chapter 94 report. He also stated that the treatment plant has the authority to approve modules per capacity increases and that excess capacity can be rented out. The period of risk for the Authority would be around August 2009 thru 2010.
The Board instructed a summary of thoughts for 2007 and to briefly describe process of checks and balances for approval of extra capacity decisions. Mr. Goldberg did note that the Authority compares projections with realities consistently, so that red flags are raised immediately, if necessary. He also reported that the Authority will need eight resolutions from eight communities being served by July 2007. He does not foresee any problems for this to be completed within the timeline and all eight were notified of cost and cost proportion projections, as well as, given a review copy to expand pump stations. He also assured the townships with regards to the pipe enlargement concerns. Mr. Goldberg stated that the Authority must have the timetable submitted to DEP by July 2007. The Board thanked him for his report.
Chapter 94 Flow Projections
Mr. Goldberg reported on the Chapter 94 flow projections to the Board. He stated that there was no new news to report and that the overall conclusion of the report confirms that the Authority will need capacity within five years.
2006 Engineers Report
Mr. Lutter reviewed the 2006 Engineers report with the Board. He reported that the performance evaluation of the facility, as well as, operations and maintenance were very good, with the most significant accomplishment being the Act 537 Plan. He reported that all bio-solids are reused agriculturally and have been for the past nine years. The chlorine problem was near the end of the year, otherwise the Authority complied with all permits. He also stated that the Authority continues to make great strides in odor control. Buchart-Horne recommended that the Authority, together with the partners, continue to look at I & I evaluation. He requested that the Board review the report and that he would be happy to answer any questions they may have. The Board suggested taking the engineer's findings and turning them into action item assignments for Mr. Pinchok and Mr. Goldberg. The Board thanked Mr. Lutter for his report.
2006 Preliminary Audit Statements
Mr. Pinchok reviewed the audit statements with the Board. He explained that the financial report covers the VFSA as a whole and that the treatment plant is strictly for operating expenses. The audit being handed out a month in advance for review before approval is requested. Mr. Pinchok told the Board to email or call with any questions.
Mr. Pinchok verified that the audits are in conformity and compliance with general accounting procedures per auditors. He reported that total assets increased and that revenue fund expenses had decreased. The Board will review the audit statements and also research whether agreement can be changed with regards to capacity available for the rental pool, in addition to, redefining opt-out options and allocated capacity
Other
Mr. Reese made a motion to remove the General Manager title from the by-laws. Mr. Rodgers seconded and the Board unanimously approved.
Committee Reports – Personnel Committee
The personnel committee discussed health care benefit consultants and the fact that three other brokers are currently being interviewed. The committee also discussed the current engineering personnel and the staff is to evaluate and report their findings back to them.
Old Business
Bio-Solids Handling Contract
Mr. Goldberg reported that the contract is to bid earlier in the year then normal and that the pre-bid meeting had been held, with three bidders interested. The contract is currently out to bid and will have the bids by July 2007. The Board thanked Mr. Goldberg for the update.
Wawa Agreement
Mr. Pinchok reported on the status of the Wawa agreement. He stated that the developer and Wawa have already signed the agreement and waiting on Phoenixville's signature. He did note that the Phoenixville Board voted 7-0 to approve the agreement. Times will be coordinated with Deb Bingham to get the agreement notarized for all members that need to be present.
Other
Mr. Pinchok researched into community day with Aqua, who is a partner water authority and whom has stopped all tours of their plant since the 9/11 events. Mr. Pinchok stated that the Authority still does plant tours for colleges and high schools, but suggested that an informational day may be safer than allowing the public into the actual plant facility.
The Board discussed researching alternative energy measures, such as wind power, solar panels, etc. as a way of producing green energy. It was noted that Schuylkill Township has accorded 7% of their energy production to obtain grants for alternative measures.
New Business
In-House Loading Tank Clean Out
Following a review of the bid tabulations presented to the Board, Mr. Rodgers made a motion to award the in-house loading tank clean out contract to the lowest bidder named U S Environmental. Mr. Vutz seconded and the Board unanimously approved the award.
Main Line Animal Rescue
The Main Line Animal Rescue made a request to the Authority with regards to the tapping fees payment of their non-profit hospital. They requested a five year payment plan with a 10% interest rate, but agreed to have a lien on the property if the interest is waived. They explained that they have no revenue source and exist by donations only. Following a brief discussion, Mr. Rodgers made a motion to approve the 5 year term at no interest penalty of 10%. Mr. Melle seconded the motion. Mr. Reese made an amendment to the motion stating that their money would be used to pay lien. The Board voted unanimously to approve the amended motion.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:15p.m. and the Board immediately entered into Executive Session.