Date
Time
Minutes
VFSA Board Meeting Minutes
August 14, 2023
The Valley Forge Sewer Authority (VFSA) monthly meeting was held on Monday, August 14, 2023, at 7 pm. In attendance: Board members: Norman Vutz, Samuel Cupp, David Greer, Terri Woodman, David Demey and William LaPorte. Also in attendance were General Manager Leonard Pinchok, Operations\Engineering Manager Matt Jackson and Laboratory Supervisor Richard Taylor. David Shirk representing the Authority’s Engineer of Record, Buchart-Horn, Inc and Vincent Pompo representing the Authority’s Solicitor of Record, Lamb McErlane, PC were also in attendance.
The meeting opened with the Pledge of Allegiance.
Executive Session
The Board members entered into executive session at 7:05 pm with Mr. Pompo to discuss legal matters concerning the purchase/acquisition of collection systems outside the Authority’s service area. The executive session ended at 7:40 p.m.
Public Comment
There was no public comment.
Meeting Minutes
Mr. LaPorte made a motion to approve the July 10, 2023 meeting minutes as presented, which was seconded by Mr. Demey and the Board unanimously approved the motion.
Operations Report
Mr. Taylor presented the Operations Report stating there were no permit limit violations during July, except for a violation of the Fecal coliform Instantaneous Maximum limitations of July 26, 2023. The results were reported to PADEP on July 27, 2023. The staff performed several quality control checks with no evidence to explain the exceedance. Mr. Cupp asked if staff utilized all possible means for detection. After a brief overview and discussion of the processes, Mr. Jackson indicated even with all quality and control measures in place, an exceedance such as this can happen. The month of July had no odor complaints. Mr. LaPorte made a motion to accept the Operations Report as presented which was seconded by Mr. Cupp and the Board unanimously approved the motion.
Financial Report
Mr. Pinchok presented the combined statement of operations showing the balances of all accounts at the end of April with a balance of $25,655,516. Fund balances were presented for review, followed by the budget to actual, where the revenue fund has a surplus of $282,058 and the treatment plant fund is at a surplus of $223,247. Total credit card purchases for the month were $5,152.26. Total for Imprest fund reconciliation was $1,441.41. Petty Cash expenses totaled $59.32. AP invoices totaled $404,907.57. After Mr. Pinchok addressed several questions from board members, Mr. Cupp made a motion to approve items 1 through 6 as presented which was seconded by Mr. Greer and the Board unanimously approved the motion.
The financial report continued with requisitions totaling $9,873.33 from the Capital Improvement fund. Mr. LaPorte made a motion to approve the requisitions as presented which was seconded by Ms. Woodman and the Board unanimously approved the motion.
New Business
- 2022 Audit Reports: Mr. Pinchok presented the 2022 Draft Financial Statements and Supplementary Information and the 2022 Draft Treatment Plant Operations Account Financial Statements for review. Mr. Pinchok highlighted the opinion of the auditors for each report stating the financial statements were presently fairly, in all material respects, in accordance with accounting principles generally accepted in the United States of America. Mr. Pinchok has a meeting schedule with the auditors on Thursday July 13, 2023 and invited board members to attend. The 2022 Audit Reports will be presented for approval at the September 11, 2023 board meeting.
Old Business
- Septage Screening Process: Mr. Shirk indicated the installation of the SAVI Beast Septage Receiving Station was started in early August. The expected completion date is late September. The startup and training are scheduled for first week of October.
- Meadow Lane Sewer Extension: There was no additional information or activity during the month.PA Grant approvals are expected to begin in September 2023.
- Act 537 Special Study: The staff and Buchart Horn have gathered all future flow needs, as required by DEP, from partner municipalities with the exception of Tredyffrin Township. Once all the information is received, Mr. Shirk will finalize a draft of the ACT 537 for presentation to the board in September meeting. Upon completion of the Act 537 Special Study, the Authority will present it for 30 day public review as well as secure resolutions from each partner municipality approving the study.
- Other: Mr. Pinchok informed the board of several vacant job positions including Inspector, Mechanic, and HR/Office Manager. The staff is continuing efforts to interview and hire in a timely manner. Mr. Pinchok is reevaluating job duties for the HR/Office Manager and will advertise upon completion.
Adjournment
Mr. LaPorte made a motion to adjourn the meeting that was seconded by Ms. Woodman and the Board unanimously approved the motion. The meeting adjourned at about 8:30 p.m.
Respectfully submitted,
David Demey
VFSA Board Secretary