Valley Forge Sewer Authority
Meeting Minutes
May 10, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, May 10, 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. Berish was also in attendance.
Mr. Reese called the meeting to order with the Pledge of Allegiance.
Public Comment
There was no public comment.
Meeting Minutes
The April meeting minutes were presented for approval. Mr. Melle made a motion to approve the minutes. Mr. Vutz 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 no odor complaints for the month.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board and highlighted some key notes in the Capital Improvement Fund. These included the construction requisitions for the Quad, the VFSA portion of the inter fund transfers, as well as, the partners’ contributions. He also reported on the Revenue & TPO budget to actual summary. He noted that Fund 10 was a little behind budget and that Fund 20 had a small surplus. He reported that the trucked waste was ahead of schedule and that the chemical utilization was under budget. Mr. Pinchok reported that the sewer rentals were down slightly due to no new development and that the reserve capacity was down as well. The Board requested a follow-up on the sweep accounts with regards to how they are audited, where they are identified within the audit and the interest rates.
The A/P Invoices presented for payment equaled $223,592. Ms. Randolph made a motion to pay the expenses. Mr. Vutz seconded and the Board unanimously approved.
The requisitions presented for payment equaled $279,126. Mr. Rogers made a motion to pay the expenses. Mr. Vutz seconded and the Board unanimously approved.
The Imprest Fund/Petty Cash expenses of $829 and the Debit card purchases of $396 were then presented for payment. Mr. Vutz made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.
Committee Meetings
Personnel Committee
The Personnel committee met on April 21, 2010 at 7pm and reported that the committee reviewed and discussed the minor union contract changes. The committee also reviewed and discussed the process followed for hiring temporary summer help and reported that they were in agreement with the procedures currently in place. The committee also reviewed the organizational chart with the possibility of future staff meetings. There was also a discussion on internship in the laboratory, however it was noted that caution must be taken with regards to the union contract.
Operations & Construction Committee
The Operations & Construction committee met on April 21, 2010 at 8pm and reported that the committee discussed participation for electrical credits and electric deregulation. It was reported that talks are being held with specialized brokers. The committee also reviewed the two proposals presented by Buchart-Horn for the engineering services of the plant expansion and the UV disinfection system. The committee recommended approval of both proposals with slight modifications.
Mr. Hochwind expressed being hesitant and a little uncomfortable with the language regarding the construction management services. A lengthy discussion ensued regarding the fact that the engineers don’t take responsibility of the contract and that the contractor is liable for the drawings and has to provide what the contract requires.
Mr. Rodgers made a motion to approve the Proposal for Engineering Services of the Plant Expansion, Proposal No. 30096P in the amount of $1,192,800. Mr. Hochwind seconded the motion and the Board unanimously approved the proposal.
Mr. Hochwind then made a motion to approve the Proposal for the UV Disinfection System, Proposal No. 30097P in the amount of $108,050. Mr. Rodgers seconded the motion and the Board unanimously approved the proposal.
Mr. Vutz then made a motion to leave at the staff’s discretion the alternate service of a full-time resident representative at the estimated fee of $49,700. Mr. Melle seconded the motion and the Board unanimously approved.
Adhoc Committee
The Adhoc Committee will be rescheduled.
New Business
Ultra Violet (UV) Construction Contract
Mr. Goldberg reviewed the bid tabulations with the Board for the Ultra Violet Construction Contract. He reported that the low bidder had very good reviews on completed projects, had lots of site related work and has experience on wastewater projects of a smaller scale. Mr. Goldberg stated that the staff was confident that the low bidder could do the job responsibly and recommended the low bidder be awarded the contract. Following a brief discussion, Mr. Vutz made a motion to award the UV contract to the low bidder, Blooming Glen Contractors, Inc. Mr. Rodgers seconded the motion and the Board unanimously approved the award.
Electrical Maintenance Contract
Mr. Goldberg reviewed the bid tabulation sheet with the Board for the Electrical System Preventative Maintenance contract. He reported that the low bidder, Burlington Electrical Testing was quite responsible and recommended the award be made to them. Mr. Rodgers made a motion to award the contract to the low bidder, Burlington Electrical Testing. Ms. Randolph seconded and the Board unanimously approved the award.
Mr. Goldberg explained that the expansion provides a generator available for the UV system being installed in the event that both electrical supplies would go down. The Board also inquired as to where the single point of electrical failure is located.
2009 Chapter 94 Report
Following a brief review of the 2009 Chapter 94 Report, Mr. Rodgers made a motion to approve the report. Ms. Randolph seconded and the Board unanimously approved.
Old Business
Major Pump Stations
Mr. Goldberg reported that the construction is proceeding and that there has been a lot of activity. He reported the valve work that was done required the station to be shut down and that the work was completed late at night and went well. Mr. Goldberg noted that the construction is going to plan and is on schedule.
Mr. Goldberg also reported that all motors are being retained for scrap value and will be available for bid in the summer. He also reported that the staff is spending a minor amount of time overseeing the contractor and the staff is happy with their work.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the committee approved the detailed design proposal and is currently formulating tweaks on the design. He noted that the Joint Board would be provided with an update if further approvals were needed. It was stated that the Joint
Board must be notified and approve all change orders over $25,000 and that the regular Board cannot approve without the Joint Boards’ approval.
Mr. Goldberg noted that the cost sharing has been submitted to the Partners and the Joint Board members and that the cost sharing will be on the next Joint Board meeting agenda.
It was also reported that Terry at East Whiteland is interested in the H2O grant program and that the application looks very good for the treatment plant. Terry is to meet with the state senators and representatives with regards to the plant application.
Act 537 Wilson Road Project
Mr. Goldberg reported that a meeting was held Wednesday to discuss the Act 537 Wilson Road project and that there were five DEP members in attendance. He stated that there was a very healthy discussion and that everyone discussed where they stood on the cost sharing issues. He noted that the VFSA stated their opinions as well and that they were now on the table. Mr. Goldberg noted that DEP agreed to defer all pipes that affect the Valley Forge Sewer Authority and plan to only address where partners were spilling sewage into the environment, of which VFSA was not involved.
Mr. Goldberg noted that a legal decision will need to be made as to whether the project is a repair or an enlargement. He will follow up with legal counsel as to whether giving up too much leverage. There is also the possibility that if a legal impasse occurs, then an arbitrator will be assigned to determine the outcome of a decision.
Other
Mr. Goldberg noted that the landscape restoration issue is still in legal and that a follow-up letter has been sent.
Mr. Hochwind inquired about the Christian College issue and Mr. Goldberg reported that more research is needed on Hipwell.
Mr. Pinchok reported that a small portion of the fee thus far has been collected from Mr. Silverman of Phoenix Lanes.
Staff Assignments
1.) Add to committee/Board level- follow-up sweep accounts.
2.) Reimburse for legal fees and recoup costs.
3.) Research supplier of power sources and single point of failure.
4.) Legal opinion on Landscape restoration.
5.) Update on Valley Forge College sewer system.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:30pm and the Board entered into Executive Session.
Executive Session
Upon adjournment from executive session, Mr. Reese noted that the Board discussed the Managers performance reviews for the past year. The executive session ended at 9:55 pm.