Valley Forge Sewer Authority
Meeting Minutes
September 10, 2007
The Valley Forge Sewer Authority meeting was held on Monday, September 10, 2007 at 7:00 pm. The following people attended the meeting: Board members: Daniel Reese, William Hochwind, Michael Rodgers, Marilyn Randolph, Charles Melle and Norman Vutz; 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
No comments were made.
Meeting Minutes
The August meeting minutes were presented to the Board. Mr. Vutz made a motion to approve the minutes as presented. Mr. Hochwind 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 August and that there were no odor complaints for the month. He stated that there have been a total of three complaints for the entire year thus far and that the Authority will continue with the applied procedures. Mr. Goldberg also reported that the influent odor control system is running on two blowers instead of one. He stated that there will be a short slide show on the clarifier maintenance procedures and that one of the chlorine contact tanks is to have a routine cleaning and minor repair work done. The Board inquired on the mishap at the Oaks Authority during their recent plant upgrade. Mr. Goldberg and Mr. Pinchok will be talking to them shortly to find out what went wrong. Mr. Lutter commented that Buchart-Horne designs the plan of operation and maintains the plan during the entire project. He also stated that no contractors operate any of the owners' equipment. The Board thanked Mr. Goldberg for his report.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board. He reported that the TPO/Revenue budget to actual was still under budget and that expense would be utilized in the next couple of months. He also reported that the electricity charges, as well as, the deficits are declining. The septic dump is working out well and expects the budget to be at zero by year end. The Board thanked him for his report.
The A/P invoices presented for payment equaled $287,172. Mr. Hochwind made a motion to pay the invoices. Mr. Vutz
The Treatment Plant Construction fund requisition presented for payment equaled $1,475. The Capital Improvement fund requisitions presented for payment equaled $12,367. Mr. Rodgers made a motion to pay both fund requisitions. Mr. Hochwind seconded and the Board unanimously approved.
The Imprest Fund/Petty Cash Fund presented for payment equaled $682. Mr. Rodgers made a motion to pay these expenses. Mr. Melle seconded and the Board unanimously approved.
The Debit Card purchases presented for payment equaled $330. Mr. Reese made a motion to pay the expenses. Mr. Rodgers 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 have had no questions at this time. He stated that DEP has 120 days to review, and that about 60 days have passed thus far. He also reported that this time frame is still consistent with the plans for the design approval. He explained that once approval is received from DEP that the next step will be to engage an engineer for the design. Mr. Goldberg also expressed his plans to meet with the Construction and Operation committee to discuss the scope of work involved.
Mr. Goldberg also reported that he received two 537 Plans from Tredyffrin township with regards to the Wilson Road pump station. One plan is for the pump station upgrade and the other is for the pipe. A meeting is to be scheduled with the partners to discuss the issues of the pipe plan, as well as, obtaining an in-depth technical review with regards to the old pipe to verify that the work is actually needed. There also needs to be further discussion with regards to the percentage portions expected from the involved parties. There is a penciled-in date for the week of October 15 th for a meeting with the Charlestown, SC engineer to review the rotary press.
Old Business
Pump Station Upgrade Progress Report
Mr. Lutter reported that the work is continuing and that a site visit has been held with the designers. He reported that Buchart-Horne is currently preparing preliminary drawings, equipment lists and updating the construction estimate. He expected 60% of the documents to be completed by the first week of October 2007 and that the Operations and Construction committee should have the documents to review at their upcoming scheduled meeting. There have been no surprises and no cost implications on either the engineering or the construction budgets. The goal is to be ready to put out for advertising by early 2008 and that they are working within the original set budget amounts. The Board thanked Mr. Lutter for his report.
Progress Report on Secondary Clarifier #3
Mr. Yuhas and Mr. Knauer presented a slideshow of the progress being made on the secondary clarifier #3. They reported that when the tank was drained to inspect the internal coating, it was discovered that the tank was lined with fiberglass baffles. These baffles were found to have a large buildup of sludge on the back side of them and were not performing properly; hence they were removed from the tank. The neoprene gaskets on the center well were replaced at minimal cost, as well as, two patches that were needed to repair two localized holes. They reported that most of the center column was in good shape, no other metal failures were found and the coating itself was caught at a very good time with minimal wear. The Board thanked the men for their informative presentation and expressed their appreciation for a better understanding of the process.
Energy Source Alternative Study
Mr. Goldberg reported on his findings regarding alternative “green energy” sources. He reported that both wind power and solar power alternatives were researched. He found that there is not enough wind to be economical in this part of the country and even though PECO has a program to buy “green energy”, it is still not feasible for the Authority. With regards to solar power, the numbers do not work out to generate enough energy versus the capital costs. He also researched the state program regarding grants and found that this does not work economically to create enough energy to run the plant. Following a brief discussion, the Board instructed Mr. Goldberg to prepare a memo to present to the Joint Board at their upcoming meeting to update the members of the study results. It was also decided that no public press release was necessary at this time.
Other
Mr. Reese stated he was pleased with the information included in the Board packets and was happy with the format. Mr. Pinchok reported that he had met with McAvoy and had come to an agreement that if the Authority clears the brush out, he will provide the gravel stones and paving materials needed to create the emergency exit behind the plant. Mr. Pinchok will continue to work with McAvoy and keep the Board updated.
The Board requested a monthly status report from Ms. Bingham with regards to how the current broker is performing. Mr. Pinchok reported that there has not been any negative feedback from the employees and that the Board would receive a monthly update.
The Board also instructed Mr. Pinchok to research dinner arrangements for early December at the Seven Stars Inn, which will include the members of the management team and their spouses, as well as, Mr. Lutter and his spouse.
Mr. Pinchok presented copies of the RFP of the auditor contract to the Board for their review. He stated that it is a standard form and will be on the committee meeting agenda. He also has a meeting with the current Senior Auditor on Wednesday.
Mr. Pinchok stated that he has received two confirmations for the PMAA conference.
Staff Assignments
1.) Contact Barb at Oaks Authority regarding leakage.
2.) Add East Whiteland to Administrative & Finance committee meeting agenda.
3.) Set Operations and Construction committee meeting date.
4.) Add “green energy” memo to Joint Board meeting agenda.
5.) Update report on benefits consultants on a monthly basis.
6.) Research dinner reservations.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 8:26 pm.