April 2025

Minutes

VFSA Board Meeting Minutes

April 14, 2025

The Valley Forge Sewer Authority monthly meeting was held on Monday, March 10, 2025, at 7:00 p.m. In attendance: Board members William LaPorte, Terri Woodman, David Demey, Samuel Cupp, and Richard Stipa. Also in attendance were General Manager Leonard Pinchok, Operations and Engineering Manager Matthew Jackson, Laboratory Supervisor Richard Taylor, Vincent Pompo, representing the Authority’s Solicitor, and David Shirk, representing the Authority’s Engineer of Record, Buchart Horn, Inc.

Executive Session

The board immediately enters into executive session with Mr. Pompo to discuss . The executive session ended at 7:13pm. The regular monthly meeting began.

The meeting opened with the Pledge of Allegiance.

Public Comment 

Mr. Pinchok noted there were no public comments.

Meeting Minutes

Ms. Woodman made a motion to approve the March 10, 2025, meeting minutes, seconded by Mr. Demey, and the board unanimously approved the motion.

In addition, Mr. Cupp made a motion to approve the “special meeting” minutes from the March 18, 2025, meeting and was seconded by Ms. Woodman. Mr. Cupp asked if the twenty-nine million for future projects  will be paid for through a special tapping fee. Mr. Shirk replied, $18 million of the projects will be covered under the special tapping fee, and approximately $11 million will come from the capital improvement fund. The funds from the capital improvement fund will pay for current infrastructure improvements needed not covered under the additional capacity needs. Mr. Pinchok will amend the March 18, 2025, minutes to reflect the cost allocated to the tapping fees as discussed. The board unanimously approved the motion.

Joint Board Meeting

Mr. Shirk shared regular updates related to ACT 537 from the recent Joint Board meeting. Mr. Jackson provided a thorough update of the treatment plant’s future asset management plan. He mentioned grant applications have been submitted for 2026 projects. Mr. Jackson noted the future regulatory compliance project was removed from the asset management plan total; however, the amount is footnoted that funding for this project may be required in the future.

 Administration and Finance Committee

Mr. Pinchok reviewed the agenda item for the April 14, 2025, meeting. The meeting presented and discussed the draft bylaws. There were recommendations by the board to incorporate into the bylaws as presented. Mr. Pompo and Mr. Pinchok will revise the draft to include recommendations, and approval from the Board will be requested at the May 12, 2025, Board Meeting.

Operations Report

Mr. Taylor stated at the time of the printing of the reports that all parameters for the monitoring period of March 2025 are in accordance with the NPDES permit numerical limits. No permit violations during the month of March. All outstanding/pending reports for February 2025 were received with no violations. There were no order complaints reported to VFSA during March 2025.

Mr. Cupp made a motion to accept the operations report as presented, seconded by Ms. Woodman, and the board unanimously approved the motion.

Financial Report

Mr. Pinchok presented the combined statement of operations for all accounts at the end of March with a balance of $26,366,543. Fund balances were presented for review, including budget-to-actual summaries, where the revenue fund actual for the month is operating from a deficit of $10,177 and the treatment plant fund actual for the month has a deficit of $131,002. Len Pinchok elaborated that the deficit in the treatment plant is attributed to the replacement of ultraviolet (UV) system bulbs at a $145,000 cost. The impress fund reconciliation was $238.41. Petty cash reconciliation had no activity for the month. Credit card purchases for the month were $3,252.89. Accounts payable invoices totaled $304,729.22.

Mr. Stipa made a motion to approve agenda item B, 1 through 6, seconded by Ms. Woodman, and the board unanimously approved the motion.

The financial report continued with requisitions totaling $249,217.9.01. The monthly Treatment Plant Construction Fund requisition expenses were $120,063.17, and the Capital Improvement Fund totaled $129,153.84.

Mr. Stipa made a motion to approve the requisitions as presented, seconded by Mr. Cupp, and the board approved the motion.

Mr. Pinchok reviewed the financial statements with the board. Mr. Pinchok will schedule an administration and finance committee meeting to review and discuss the Authority's 2024 audit results and financial position with auditors from RKL and David Busch from Keystone Alliance. Mr. Stipa requests quarterly financial statements included in future meeting minutes.

 New Business

Treatment Plant Roof Replacement

Mr. Pinchok reported four bids were received for the treatment plant roof replacement, which were over budget ($990,000.00) with the exception of Hulton Contracting ($629,000.00 bid). Mr. Jackson and Mr. Pinchok proposed to the board to reject all bids to date and allow for the authority to research and secure a more cost-effective procurement path to be presented at the next monthly meeting. The board agreed to reject all bids to date.

Ms. Woodman made a motion to reject all roof replacement bids, seconded by Mr. Cupp, and the board unanimously approved the motion.

Snyder Avenue Sewer Extension

East Pikeland has applied for a Pennsylvania Department of Community Economic Development Local Share Account Fund Grant in the amount of $199,158 for a Public Sewer Extension Project on Snyder Avenue. The board agreed to move forward with the approval and execution of the cooperation agreement.

Mr. Cupp made a motion to move forward with the approval and execution of the cooperation agreement, seconded by Mr. Stipa. The board approved the motion by a vote of 4-0. Ms. Woodman abstained.

Old Business

Meadow Lane Sewer Extension

Mr. Pinchok provided a final update on the Meadow Lane Sewer Extension. Mr. Jackson confirmed all work is completed. Mr. Pinchok continues to work on finalizing invoices and all open-ended accounting items with Ms. Moretti, East Pikeland Township Manager. Mr. Pompo will prepare a draft special taping fees resolution to be presented next month.

Act 537 Special Study—Member Municipalities

Mr. Shirk indicated that the ACT 537 Special Study Plan were sent to each of the municipalities and requested their boards and planning boards to review and submit questions on the plan. Simultaneously, the Act 537 Special Study Plan was also sent to Chester County Planning and Health Departments for review and questions. Mr. Shirk stated, “The Public Review Period” has started.

Mr. Jackson and Mr. Shirk will be meeting with Ms. Boettlin of PADEP to go over items for review. All the townships remain very much focused on moving forward as we continue to work with PADEP on any language revisions and/or special language updates needed within the resolutions.

Draft to Bylaws

The revised draft bylaws will be presented in the May 2025 board meeting.

Other:

Operations Update

Mr. Jackson updated the board that the Lead Collection System Operator position was recently filled in April with new hire, Andrew Long, who replaced James Brennan, a long-term employee (35 years). The entire staff is now in full placement.

The maintenance staff is currently replacing the ultraviolet (UV) bulbs.

Mr. Jackson reported a pump failed at a major pump station; the station was back online quickly the next day having the replacement equipment readily on hand.

Mr. LaPorte asked if everyone received Mr. Pinchok’s revised goals to be discussed at the next meeting.

Adjournment

Ms. Woodman made a motion to adjourn the meeting, seconded by Mr. Cupp, and the board unanimously approved the motion. The meeting adjourned at 8:23 PM.

Respectfully submitted,

Dave Demey

VFSA Board Secretary