Valley Forge Sewer Authority
Meeting Minutes
October 8, 2007
The Valley Forge Sewer Authority meeting was held on Monday, October 8, 2007 at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, William Hochwind, Marilyn Randolph, and Charles Melle; Staff, Leonard Pinchok, 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
Lloyd Knauer expressed appreciation to the Board from all the employees whom participated in the Spirit of Philadelphia cruise.
Meeting Minutes
The September meeting minutes were presented to the Board. Mr. Hochwind made a motion to approve the minutes with the following corrections: more detailed description of Charlestown, SC sewer plant meeting under Act 537 Plan and more descriptive wording of work being done under the Pump Station Upgrade Progress Report. 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 September and that there were three odor complaints for the month. He stated that there was one clarifier out of service during the month. Mr. Goldberg also contacted residents, spoke to the parents at the bus stops and walked through the neighborhood to analyze odors in the atmosphere. He concluded that the odor emanates from various sources, such as climate conditions, the Oaks plant and the river itself, and could not establish any pattern to the times of the complainant calls. He stated that the Oaks plant was still under construction and probably not currently working on odor control issues. He also reported that a chlorine contact tank was being cleaned and that the coating project was going well. The Board thanked Mr. Goldberg for his report.
Financial Report
Mr. Pinchok reviewed the August and September combined statements of operation with the Board. He reported that the statements were pending and that he would present September and October next month. Mr. Pinchok reported nothing out of the ordinary and that the Revenue & TPO budget to Actual was showing a surplus, however, anticipated to be on budget by year end. He reported that Fund 10 had quiet month with the electricity lower and continuing to decrease and that the Fund was back on budget. He reported that Fund 20 was on budget, although running a little strong on lime contract, but have better budget numbers for 2008. The Board thanked him for his report.
The A/P invoices presented for payment equaled $263,495. Mr. Reese made a motion to pay the invoices. Mr. Melle seconded and the Board unanimously approved.
There were two requisitions presented, the Treatment Plant Construction fund requisition for $26 and the Capital Improvement fund requisition for $22,994. Mr. Hochwind made a motion to pay both fund requisitions. Mr. Reese seconded and the Board unanimously approved.
The Imprest /Petty Cash Fund presented for payment equaled $535. The Debit Card purchases presented equaled $2,715. Mr. Hochwind made a motion to pay both of these expenses. Mr. Melle seconded and the Board unanimously approved.
The Payroll account report was also reviewed by the Board.
Act 537 Plan
Mr. Goldberg reported on the status of the Regional Act 537 Plan. He reported that DEP was still reviewing the Authority's plan and that he met with DEP on Friday and was told the plan appears administratively correct. It was suggested that he contact DEP weekly until review completed and that DEP did not foresee any problems and the Authority could begin the design process. Mr. Goldberg stated that the next milestone will be the Engineering contract with the scope of work ready by January 2008. Engineering interviews need to take place with contracting by the end of 2007. He reported that the project is moving ahead and is still on schedule and following the roadmap.
Mr. Yuhas notified the Board of receiving a call from the Cutler developer of a 250 home project in East Pikeland Township. Following a lengthy discussion of protocol bylaws, the Board instructed that a formal notice be sent to the three townships to remind them of the protocol followed regarding developers.
Committee Reports
Administration and Finance Committee Meeting
Mr. Reese requested that the minutes of the Administration and Finance Committee meeting be reviewed for discussion next month when the full Board would be in session.
Operations and Construction Committee Meeting
Mr. Goldberg reported that the committee had good discussion regarding the upgrades and that Buchart-Horne is doing a commendable job. Committee agrees that Buchart-Horne has very good set of specs and is pleased with the drawings. The committee recommended proceeding with conducting interviews of the short list of engineers for the treatment plant upgrade. The Board concurred with forward movement to proceed with the meeting scheduled for October 23 rd .
New Business
2008 Preliminary Budget
Mr. Pinchok distributed copies of the 2008 preliminary budget to the Board. He noted that highlighted items are marked and that he doesn't anticipate any changes. He reported that there were very minor changes for the treatment plant. He also reported that the Joint Board meeting will be held on October 25 th and that he will be providing them with copies as well. Mr. Pinchok requested that both Board and Joint Board members take report home and review so that any questions can be discussed next month.
Executive Session
The Board entered into executive session at 8:27pm to discuss manager bonuses.
Mr. Reese reconvened the monthly meeting at 8:50pm. Mr. Reese made a motion to add 3% to the budget bonus items. Mr. Hochwind seconded and the Board unanimously approved.
Other
Mr. Reese stated that meetings seem to be flowing much smoother and brought up for discussion the fact that other municipalities compensate their Board members for their time spent at the monthly meetings. He instructed Mr. Pinchok and Mr. Goldberg to research the guidelines followed by other companies regarding eligibility and reasonable amount.
Mr. Pinchok reported that Mr. Yuhas enjoyed the PMAA conference and came back with a lot of information. Mr. Goldberg is to download further information.
Staff Assignments
1.) Contact all three townships to understand and enforce written procedures.
2.) Research guidelines to pay Board members for meeting attendance.
3.) Amend budget to include bonus line items.
4.) Memo regarding odor control procedures and efforts made by the Authority.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:58 pm.