Valley Forge Sewer Authority

Meeting Minutes

November 14, 2011

The Valley Forge Sewer Authority monthly meeting was held on Monday, November 14, 2011, at 7:00 pm.  The following people attended the meeting:  Board members: Daniel Reese, William Hochwind, Norman Vutz, Charles Melle, Michael Rodgers, and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Steve Yuhas and Lloyd Knauer also attended the meeting.

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

Public Comment

No public comment was made.

Meeting Minutes

The October meeting minutes were presented to the Board.  Mr. Rodgers 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 October and that there were no odor complaints for the month. He reported that some baffles were installed at the end of the UV tanks and that the water was calmer where the measurements are taken.  He also noted that the staff is still working on fabricating screens to control the algae in the UV system.  Mr. Goldberg reported that the aeration tank and secondary clarifier were cleaned.  It was also noted that Mr. Yuhas and Mr. Knauer created covers for the #3 clarifier walkway.  He reported that the job went very well and that there was a considerable cost savings to the project.

Financial Report

Mr. Pinchok reviewed the combined statement of operations and reported that the Partner’s contribution was made.  He then reviewed the Revenue & TPO Budget to Actual summary and stated that both Funds showed a surplus at this time.

Mr. Pinchok presented the Imprest/Petty Cash in the amount of $575 for payment.  Mr. Reese made a motion to pay.  Mr. Melle seconded and the Board unanimously approved.  Mr. Pinchok then presented the PNC credit card purchases in the amount of $780 and the A/P Invoices in the amount of $208,291 for payment.  Mr. Rodgers made a motion to pay these expenses.  Mr. Vutz seconded and the Board unanimously approved.  Also, the Debit Card purchases in the amount of $554 were presented for payment.  Mr. Hochwind made a motion to pay these expenses.  Mr. Vutz seconded and the Board unanimously approved.  Lastly, the requisitions in the amount of $52,417 were presented.   Mr. Rodgers made a motion to pay these expenses.  Mr. Melle seconded and the Board unanimously approved the expenses as presented.

Joint Board Meeting

Mr. Goldberg reviewed the agenda of the Joint Board meeting with the Board members.  He reported that the May 24, 2011 meeting minutes were approved.  He reported that the 2012 preliminary TPO budget was discussed and reviewed and that the TPO portion was unanimously approved; however the capital budget for the treatment plant expansion and upgrade construction was not approved.  There was a detailed discussion regarding the key items that are relevant to the capital budget, including the new data regarding flow measurement, projected future flows, the VFSA’s potential status under the recent review of VFSA’s Chapter 94 report, the basis of design for the existing treatment plant expansion, influent wastewater strength, and the amount and timing requirements of the wastewater treatment plant expansion.

Following the discussion, the Board decided action items for the staff as follows:

• Perform a detailed analysis (i.e., “a deep dive”) on the technical issues that impact the treatment plant expansion/upgrade project.
• Move forward with the engineering including getting the information required to solidify the nature and timing of the project and including communications with the PADEP.
• Develop a strategy or road map for communicating VFSA’s go forward position, once it is clearly established, with the Partners.

New Business

2012 Preliminary Revenue & TPO Budget

Mr. Pinchok distributed the preliminary budget to the Board.  He noted that the Revenue fund has a worksheet and breakdown of significant changes and why.  The TPO fund has a worksheet as well and is more detailed.  The Board is to review the budget with questions to be answered and further discussion at the next monthly meeting.

Other

Mr. Goldberg informed the Board of the passing of Doug McGill, who was involved with the original design of the VFSA plant.  The Board wished to send condolences to the family.

Old Business

Miller Road Sewer Extension

Mr. Yuhas reported that the engineering field work has begun and that there have been no requests for more information as yet.  He noted that he would have more information on the plans by the December meeting.  He reported that all costs are to be reimbursed and inquired about an escrow account set up to cover the engineering costs upfront.  This would include the surveys, property evaluation and professional drawings.

Ultra Violet Construction

Mr. Goldberg reported some improvements have been made as discussed earlier in the agenda which should result in more accurate flow readings.  He reported that the staff is still working on some issues but that the system is operating pretty well.  He also noted that the weirs have been sized to specifications and that the engineer is to sign off and verify.

Other-Sinkhole

Mr. Goldberg and Mr.Yuhas provided the Board with the background information with regards to a sinkhole in Devault, PA.  The industry located on this site has numerous sinkhole issues throughout their parking lot area.  Mr. Goldberg reported that an emergency committee meeting was held immediately prior to construction to remedy the situation with VFSA’s sewer.  There was a lengthy discussion on the technical aspects of the situation. The VFSA Board indicated that it is not their responsibility to repave the lot at the construction site.  The Board instructed the staff to inquire about whether to pursue the issue as a legal matter. The Board also instructed the staff to inquire with the solicitor about creating a “Memorandum of Interest” document that would be signed by all parties for future use in these types of situations.  The matter was deferred to executive session for further discussion.

Other – Overtime

The staff supplied the Board with a report on scheduled and unscheduled overtime.  The Board would like to get a better understanding of how costs are budgeted for overtime. The Board appreciated the overview report but would like the staff to continue research and present at a future date.

Other – Holiday Dinner

The holiday dinner is scheduled for December 8, 2011 at 6:30pm and is to be held at the Columbia Grille located in Phoenixville, PA.

Other-Driveway/PennDot

Mr. Pinchok reported that a new mirror has been installed on the trestle and that some of the signage has been cleared out for better visibility when exiting the property.  It was noted that the general consensus of the employees feel that it is still not very safe yet.  The Board instructed the staff to include this item on the January 2012 meeting agenda.

Staff Assignments

1. Compile a history to present meter readings/research flows.
2. Move forward with the engineering.
3. Create roadmap for expansion.
4. Review current planned upgrades.

Mr. Reese adjourned the regular monthly meeting at 9:40pm and the Board immediately entered into Executive Session.

The Board entered into executive session at 9:40pm and reconvened the regular monthly meeting at 10:10pm.  Mr. Reese reported that the Board discussed personnel and legal matters. Mr. Reese then made a motion to raise the healthcare contribution to 8% and a dental contribution of 8% for non union personnel to begin in 2012.  Mr. Rodgers seconded and the motion passed by a vote of 5-1.  Mr. Vutz opposed the motion.  The meeting was adjourned at 10:15pm.