Valley Forge Sewer Authority

Meeting Minutes

November 12, 2007

The Valley Forge Sewer Authority meeting was held on Monday, November 12, 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.

Several employees also attended the meeting.

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

Public Comment

No comments were made.

Meeting Minutes

The amended September meeting minutes were presented to the Board. Mr. Vutz made a motion to approve the amended minutes. Mr. Melle seconded and the motion passed 5-0. The October meeting minutes were then presented. Mr. Hochwind made a motion to approve the minutes as presented. Mr. Vutz seconded and the motion passed 5-0.

Reports

Operations Report

Mr. Goldberg reported that the Authority was in compliance with all permit requirements for the month of October and that there were two odor complaints for the month. He reported that the pump station upgrades will correct the odor problem at the Pothouse Road station and that more coating work had been done during the month. He also stated that the Authority was communicating with the Oaks Plant regarding their biosolids contract. There were no other major events happening at this time. The Board thanked Mr. Goldberg for his report.

Financial Report

Mr. Pinchok reviewed the October combined statement of operation with the Board. He reported that there were no major changes on the operating statement and that the partner contribution had been received. He reviewed the Budget to Actual Summary and anticipated to be on budget for both Funds 10 and 20 by the end of the year. Following a brief review, the Board had no further questions and thanked him for his report.

The A/P invoices presented for payment equaled $256,836. Mr. Hochwind made a motion to pay the invoices. Mr. Melle seconded and the Board unanimously approved.

The two requisitions presented for payment equaled $37,560. Mr. Rodgers made a motion to pay these expenses. Mr. Vutz seconded and the Board unanimously approved.

The Imprest /Petty Cash Fund presented for payment equaled $1458. Mr. Vutz made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.

The Debit Card purchases presented for payment equaled $1,238. Mrs. Randolph made a motion to pay these expenses. Mr. Rodgers seconded and the Board unanimously approved.

The Payroll account was also reviewed with the Board.

Act 537 Plan

Mr. Goldberg reviewed the status of the Regional Act 537 Plan. He reported that DEP was still reviewing and that he had contacted DEP and was expecting comments within the next week. He reported that no problems are anticipated and that DEP stated that they were fine with the Authority's time line to start on the engineering groundwork process through the end of the year. The Authority is moving ahead as scheduled, however, no engineering contracts will be signed until DEP approval is received. Mr. Goldberg also reported that Tredyfrin Township is still working on their plans regarding the big pipeline and that the meeting with them has not yet occurred. He verified that the financial risk for the Authority is covered and would only be responsible for the improvement portion. The Board thanked him for his report.

Committee Reports

Administration and Finance Committee Meeting

Mr. Pinchok reported on the Administration and Finance Committee meeting discussions with the Board. He reported that the letter from the auditor had been received to continue their services thru year 2012 and that the extension paperwork was currently in progress. He also reported that the committee discussed possible rate reductions to VFSA customers and the Capital Improvement Fund. The committee discussed several options and possibilities. The Authority is currently studying the infrastructure and expects to complete the study by the first quarter 2008. Once completed, this study will establish the funding needed for future capital improvements and will determine if any rebates/refunds will be feasible. The committee will continue to review the progress of the study.

The committee also discussed the East Whiteland Sewer Trunk costs to the VFSA and concurred that the sewer rent charged per customer was adequate. The committee directed the staff to seek alternate routes for the 537 expansion for VFSA customers utilizing the trunk line. The committee also reviewed the 2008 Preliminary budget and agreed to make recommendations before the next Board meeting.

Mr. Goldberg reported that he informed the committee about a developer connecting to the sewer mains without the proper permits at Kimberton Meadows and that a meeting date has been scheduled to enforce the signed agreements and obligations agreed upon between the Authority and the developer. He reported that the staff will keep the committee updated.

Operations and Construction Committee Meeting

Mr. Rodgers stated that the committee conducted interviews of design engineers to evaluate capabilities and recommended opening contract negotiations with Buchart-Horn. It was noted that VFSA may wish to utilize special technical expertise or a second opinion during the project. Following a discussion of the committee's findings, Mr. Vutz made a motion to open negotiations with Buchart-Horn, but not to include a full source. Mr. Rodgers seconded the motion and the Board unanimously approved.

New Business

Kimberton Meadows

Mr. Goldberg reviewed with the Board the concerns of the contract obligations of the developer, as well as, discussing what actions have occurred thus far. Mrs. Randolph expressed her extreme opposition to any deals or agreements that may be discussed or presented to the Authority. After an intense discussion, the Board instructed Mr. Goldberg to notify the developer of the deadline to submit the engineer's inspection report and that failure to do so will result in legal action.

Joint Board Meeting

Mr. Pinchock reported that the Joint Board reviewed, discussed and approved the TPO preliminary budget. The partners had minimal questions and were pleased with the actions.

Old Business

2008 Preliminary Budget

Mr. Pinchock presented the 2008 Preliminary Budget to the Board for approval. Mr. Reese made a motion to approve the budget. Mr. Melle seconded and the Board unanimously approved.

Cutler Development

Mr. Goldberg reported that the Authority is waiting for East Pikeland Township to send legal documentation stipulating service provisions for the Cutler Development. He also reported that the solicitor stated the stipulation is legally binding. Following a lengthy discussion, the Board instructed the staff to state formally in a letter to East Pikeland reminding them of the rules and that non-conformance could compromise future service.

Other-Broker

Mrs. Bingham reported no negative feedback from the employees regarding the broker. The Board requested a monthly update for 1 year and instructed Mrs. Bingham to stipulate to the broker the need for more experienced personnel to work with. Mr. Reese then inquired about the EDU's (Estimated Dwelling Units) for the trailers behind the YMCA.

Mr. Pinchok verified that EDU's are charged separately.

St aff Assignments

1.) Deadline notification to Benson developer.

2.) Dealings with Cutler Development.

3.) Formal letter to East Pikeland regarding rules and regulations.

4.) Holiday Dinner to be held at Seven Stars Inn on Dec. 13 at 6pm.

Adjournment

Mr. Reese adjourned the regular monthly meeting at 8:42pm.