Valley Forge Sewer Authority

Meeting Minutes

May 9, 2011

The Valley Forge Sewer Authority monthly meeting was held on Monday, May 9, 2011, at 7:00 pm.  The following people attended the meeting:  Board members: Daniel Reese, Charles Melle, Norman Vutz, Michael Rodgers, William Hochwind and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.

Several employees also attended the meeting.

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

Public Comment

Mr. Alan Carbon and Janice Rich, the auditors from Reinsel, Kuntz, Lesher, LLP attended the meeting and introduced themselves to the Board.  They both spoke very highly of the staff and the procedures currently in place at the Authority.  The auditors reported that the financial management of assets was good and that all guidelines of the PA DECD were being followed.  They noted that there were many internal controls of checks and balances and that the server is enclosed and locked down.  Following their discussion, the Board introduced themselves to the auditors.

Meeting Minutes

The April meeting minutes were presented to the Board.  Mr. Hochwind made a motion to approve the minutes.  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 no odor complaints for the month.  He reported that the Authority achieved all the effluent permit requirements in spite of the flow diversion project.  He noted that the staff made a good effort in accomplishing this and commended them on the prep work that was involved.  The Board thanked the staff for a job well done.

Financial Report

Mr. Pinchok reviewed the combined statement of operations with the Board.  He noted that the partners’ contributions were shown on the report and reported that it was a pretty standard month.  Mr. Pinchok reported that both the Treatment Plant and the Revenue Fund were ahead of budget but that expenses were on target.  He also answered the Board’s questions on some of the various expenses in the reports. 

Mr. Pinchok then presented the Imprest expenses of $511, the A/P Invoices of $201,643 and the Debit card expenses of $1,308 for approval.  Mr. Rodgers made a motion to approve these expenses as presented.  Ms. Randolph seconded the motion and the Board unanimously approved.  The requisitions of $253,353 were then presented for payment.  Mr. Melle made a motion to approve these expenses.  Mr. Rodgers seconded and the Board unanimously approved the requisitions for payment.

New Business

PennBid Uniforms Contract

Mr. Pinchok reviewed the first bid done in-house with the PennBid system and reviewed the bid tabulation sheet with the Board.  He reported that the low bidder is also the current supplier and recommended to award the contract to the low bidder.  Mr. Vutz made a motion to award the contract to the low bidder, Aramark Uniform Service.  Ms. Randolph seconded the motion and the Board unanimously approved the award.

Old Business

Traffic Safety Study for VFSA Driveway

Mr. Pinchok reported on the study being done on the increased traffic at the VFSA driveway.  He reported that a letter was received from Mary Bird stating that the traffic study request has been forwarded to PennDot.  It was noted that the VFSA has an easement from the railroad company for the intersection.  The Board instructed the staff to confirm the survey, send emails to the townships and receive input from PennDot.

Wawa and CVS Agreement

Mr. Pinchok reported that Steve Yuhas is coordinating with Wawa and CVS to meet together and that he is also working on a comparison report of other Wawa stores usages in the surrounding areas.  Mr. Pinchok also reported that Phoenixville seems reluctant to take action regarding the bill discrepancies and noted that the issue will need to be discussed with supervisors of a higher authority.  He stated that the investigation is continuing and he will keep the Board updated.

Major Pump Stations

Mr. Goldberg reported that there are grinders in 3 of the 4 pump stations and that the stations are working well.  He reported that there are currently two outstanding issues:  one being the pump being repaired off-site is still awaiting resolution and two being the situation with the seal water pumps.   He noted that there is a current debate of why the problems occurred and determination of who is responsible for the costs of the past issues between the pump supplier and the contractor.  Otherwise, the stations are running well and the pump from the Pothouse station that is off-site is to be returned next week.  He also reported that the programming is being fine-tuned and that the pumps have been through a couple of storms to date.

Act 537 Plant Expansion Project

Mr. Goldberg reported that 95% of the design is completed and that a small amount of details are being finished.  He reported that the permitting is also close to completed as well.  The UV construction is going smoothly and should be in operation by next month.  With regards to the roadmap, Mr. Goldberg reported that the Authority is currently a couple of months behind target.  The Board requested an update of the time line roadmap and critical path.

Other

Mr. Reese inquired about the scholarship awards progress.  Mr. Pinchok reported that two awards were given and that the guidelines were explained to the school boards involved.  He reported that both Great Valley and Phoenixville each received a $1,500 scholarship award.  He reported that Phoenixville holds an award assembly and gave VFSA the option to attend and personally award to the recipient or provide a letter to them.  The Board determined that Mr. Goldberg and Eric Stoltz would make the awards and also instructed the staff to create a certificate or awards letter as well.

Mr. Reese inquired whether there has been any activity regarding CitySwitch.  Mr. Pinchok reported that an arbitration meeting is scheduled and that Lamb McErlane is to inform all incorporated parties.  He noted that it is in legals’ hands now and was hopeful that a solution would be reached soon.

Staff Assignments

• Confirm survey of driveway; be sure well marked and documented.
• Reconcile the Wawa billings.
• Create certificates for scholarship awards.
• Provide Mr. Reese with conflict of interest certificate.

Adjournment

Mr. Reese adjourned the regular monthly meeting at 8:45pm and the Board immediately entered into Executive Session.

Executive Session

Upon adjournment from executive session, Mr. Reese noted that the Board discussed legal matters.  The executive session ended at 9:00 pm.