Valley Forge Sewer Authority
Meeting Minutes
September 13, 2010
The Valley Forge Sewer Authority monthly meeting was held on Monday, September 13, 2010, at 7:30 pm. The following people attended the meeting: Board members: Daniel Reese, Charles Melle, Norman Vutz, William Hochwind, Michael Rodgers, and Marilyn Randolph; Staff: Len Pinchok and Martin Goldberg; Consultant: Lawrence Lutter.
Mr. Knauer and Mr. Taylor 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 August meeting minutes were presented for approval. Mr. Vutz 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 August and that there were no odor complaints for the month. He reported that major work was upcoming this week, including modifications to the underground piping for the UV system. Mr. Goldberg explained that tanks would be taken out of service, emptied, and the incoming flow would be diverted to the empty tanks. He noted that tests confirmed that the diversion can be accomplished, however, the work will incur some overtime because these activities have to take place between midnight and 5am when incoming flows are the lowest. He reported that the community has been notified about the work so that they may be aware that odors could potentially occur during the work activities. Buchart-Horn will have an inspector present during the work activities and does not foresee any problems.
Financial Report
Mr. Pinchok reviewed the combined statement of operations with the Board and noted that the majority of the costs were the construction requisitions. He reported that the Budget to Actual Summary was a little behind, but did not foresee any problems by the end of the year. He reported that nothing major in Fund 10 and that Fund 20 was on pace. He noted that the electric was still a little high in the treatment plant but the numbers were coming down and reported that the septic dump was doing good.
The A/P Invoices presented for payment equaled $214,096. Mr. Vutz made a motion to pay the A/P invoices. Ms. Randolph seconded and the expenses were approved for payment by a vote of 5-0, with Mr. Rodgers abstaining from the vote.
Ms. Randolph questioned cell phone costs, emails and voice messages, as well as the answering service and beeper expenses. Mr. Pinchok noted that the charges and costs are reviewed periodically and that he would provide an overview in a future meeting.
The requisitions presented for payment equaled $1,179,566. Mr. Rodgers made a motion to pay the requisitions. Mr. Vutz seconded and the Board unanimously approved. Mr. Pinchok explained that the requisitions are paid out of different accounts than the A/P invoices and that the capital improvement account holds the big funds. The Board recommended setting up new accounts and requiring more than one signature for extra checks and balances.
The Imprest/Petty Cash expenses in the amount of $621 and the Debit card purchases in the amount of $487 were then presented for payment. Ms. Randolph made a motion to pay these expenses. Mr. Melle seconded and the Board unanimously approved.
New Business
West Pikeland Township
Mr. Pinchok reported that Pickering Estates have failing sewer systems and are requesting access to the VFSA main at Charlestown. Ms. Randolph voiced her opposition to the request stating that this is not fair to the host township, Schuylkill Township, and that it is also in violation of the VFSA by-laws.
Mr. Pinchok noted that this request was also made in 2007 and that West Pikeland had received a negative response from VFSA indicating that VFSA could not accommodate service to areas outside of their Act 537 service area. The Board instructed the staff to notify West Pikeland Township that VFSA is not interested in pursuing service to this area, noting that the VFSA is legally bound to only service certain townships and to cite the pertinent portion of the by-laws to in the letter.
Kids Safe Trail
Mr. Pinchok reported that he had received an email from Mary Bird with regards to including a trail that would go past the VFSA pump station at Pothouse Road near the YMCA and that she was requesting that the VFSA grant them a 20 foot easement for a portion of the trail. The Board requested to put a hold on any decision at this time.
PADEP PART 2 PERMIT
Mr. Goldberg reported that he was following up on the permit with the engineering report of the basis of design. He noted that a review of the permit application verified that it was very well done and that the permit was needed to proceed with upcoming building projects. He requested permission from the Board to approve the permit application, as well as a check in the amount of $500 payable to PADEP. Ms. Randolph made a motion to approve the permit application and check request. Mr. Hochwind seconded and the Board unanimously approved.
Resolution 1 of 2010 – Sewer Use
Mr. Pinchok explained that Resolution 1 deals directly with the Rules and Regulations and noted the required changes involved. The resolution is to be implemented and enforced. He explained that once the permit is issued, have to submit to EPA and create resolution. Then the Board has to adopt and finally the municipalities must adopt as well.
Mr. Taylor explained how the fees are reviewed for industrial users (non-residential) and that fees are determined based on the flows of industrial users and categorized between small, medium and large industrial users. He noted that the EPA is becoming more stringent with regards to metal amounts and that the VFSA has already adopted stringent levels already. Mr. Pinchok noted that the last increase occurred in January 2007 and he was proposing changes to fees effective January 1, 2011. He noted that it would be close to a 10-11% change in fees and that the administrative fee, which hasn’t changed since 2003, would be $30 to $50 as a fair assessment. He requested that he would like the Board to consider raising fees. The Board is to review and discuss further at the next month’s meeting.
A/R Write Off Request
Mr. Pinchok presented an email to the Board from Siemens dated 2007 requesting the
VFSA waive finance charges in the amount of $3,294. He noted that Siemens did pay over $13,000 of invoices due. Mr. Pinchok stated that the reason for the request was that Siemens claimed the invoices were never received; however, the VFSA has extensive documentation proving that all change of addresses were noted and updated. Following a brief discussion, Mr. Rodgers made a motion to not forgive the charges and advise them accordingly. Mr. Vutz seconded the motion and it passed 5-0, with an abstention by Mr. Reese due to a conflict of interest.
Infiltration & Inflow Contract
Mr. Goldberg reviewed the contract for inspections, testing and spot repairs and noted that it was a fairly routine contract. He reported that the specifications were submitted to eight companies. He also noted that the low bidder is a local company with good references that the VFSA has worked with previously and recommended award to the low bidder. Ms. Randolph made a motion to award the contract to the low bidder, Pipe Services Corp. Mr. Vutz seconded and the Board unanimously approved.
Other
Mr. Pinchok reported that the tower is gone and he forwarded pictures to the Board.
Mr. Reese requested the staff to begin looking for sites to hold the holiday dinner.
Mr. Reese asked staff to research policy on donations to a high school student scholarship. Ms. Randolph suggested the offer be made to employee child instead.
Old Business
Major Pump Stations
Mr. Goldberg reported that the construction phase was in progress and that the project was proceeding on schedule. No significant problems have been encountered and the project was moving along well. He reported that the French Creek and Pothouse Road Pump Stations were running 100% on the new pumps and that the Whitehorse Pump Station was next for major work. The Pickering pump station would be completed last.
He also noted that the old motors will be put out to public bid and that all scrap metal goes to the contractors as specified in the contract.
Act 537 Plant Expansion Project
Mr. Goldberg reported that the project was currently in design and that there are good engineers working on the project and it is moving along well. Mr. Knauer noted that Buchart-Horn listens to the ideas of plant staff and considers their input and concerns in preparing the engineering design
Mr. Goldberg noted that the Operations and Construction committee will select a date to review the expansion design and meet prior to the October meeting.
Act 537 Wilson Road Project
Mr. Goldberg reported that no further action has occurred and that VFSA is holding their position and only paying the monies agreed upon.
Ultra Violet (UV) Construction
Mr. Goldberg reported that construction is proceeding as discussed under the operations portion of the agenda. He noted that the project will then be in a holding pattern while waiting for the equipment delivery. He stated that the existing chlorine building will remain for future use and that all the chlorine will be used up.
Other
Ms. Randolph asked about the Ozorowski inquiry and Mr. Pinchok stated that VFSA provided him with Right-to-Know information in a packet supplied through legal.
Mr. Pinchok advised legal of the tower removal and a complaint was delivered to CitySwitch by Mr. Pompo to notify them of the pursuit to sue for damages if no response is received in a timely fashion.
Staff Assignments
5. Review Pretreatment costs and fees.
Adjournment
Mr. Reese adjourned the regular monthly meeting at 9:30pm.
Executive Session
Upon emerging from executive session, Mr. Reese noted that the Board discussed staff personnel matters. A motion to adjourn the meeting was made by Dan Reese, seconded by Bill Hochwind and voted unanimously. The meeting ended at 9:44 pm.