February 2025

Minutes

VFSA Board Meeting Minutes
February 10, 2025

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

The meeting opened with the Pledge of Allegiance.

Reorganization

The election of officers for the year 2025 was held. On a motion by Mr. LaPorte nominating himself for Chairperson, seconded by Mr. Demey, the motion passed with a vote of 3 in favor and 2 opposed.

On a motion by Mr. Cupp nominating himself for Vice Chairperson, seconded by Ms. Woodman, the motion passed unanimously.

On a motion by Mr. LaPorte nominating Mr. Demey for Secretary, seconded by Mr. Cupp, the motion passed unanimously.

On a motion by Ms. Woodman nominating herself for Assistant Secretary, seconded by Mr. LaPorte, the motion passed unanimously.

On a motion by Mr. LaPorte nominating Mr. Stipa for Treasurer, seconded by Mr. Cupp, the motion passed unanimously.

The Assistant Treasurer position will remain vacant until a new board member has been appointed by Schuylkill Township.

On a motion by Mr. LaPorte, seconded by Ms. Woodman, and passed unanimously, the following committees were reappointed:

Operations and Construction: Mr. LaPorte, Mr. Stipa, and Schuylkill Township Representative

Administrative and Finance: Ms. Woodman, Mr. Demey, and Mr. Cupp

Public and Intergovernmental: Mr. LaPorte, Mr. Cupp, and Schuylkill Township Representative

Personnel: Ms. Woodman, Mr. Demey, and Mr. Stipa

On a motion by Mr. LaPorte, seconded by Mr. Demey, and passed unanimously, the following professional consultants were retained:

Consulting Engineer: Buchart Horn

Solicitor: Lamb, McErlane PC

Special Counsel: Morgan, Lewis & Bockius LLP

Bank: PNC

Auditor: Reinsel, Kuntz, Lesher LLP

On a motion by Mr. LaPorte, seconded by Ms. Woodman, and passed unanimously, the board meeting schedule will remain as follows:

The Board will meet on the second Monday of each month at 7:00 p.m. If a meeting is canceled for any reason, the rescheduled date will be Tuesday of the following week at 7:00 p.m.

Public Comment 

Mr. Tom Toole was in attendance. Mr. Tool asked if the final submission of the plan to the municipalities is still scheduled for March 2025. Mr. Shirk noted the time schedule has been slightly adjusted to the end of March 2025. Mr. Shirk reviewed the current timeline and process for resubmitting the Act 537 Plan. The deadline to resubmit the final plan on June 20, 2025, is still on schedule. Mr. Shirk replied that the Act 537 Plan is a more detailed evaluation of flows throughout the collection system and treatment plant. Mr. Toole asked if assistance is needed from the public to aid in completing the plan. Mr. Shirk indicated additional help is not needed at this time. Mr. Pinchok reviewed the options to obtain the additional capacity to include buying, renting, purchasing, or expanding. The additional capacity may not be available for up to 2 years. Mr. Shirk does not expect approval from PADEP until August or September of 2025.

Meeting Minutes

Ms. Woodman made a motion to approve the amended December 9, 2024, meeting minutes, which was seconded by Mr. Demey, and the Board unanimously approved the motion.

Ms. Woodman made a motion to approve the January 13, 2025, meeting minutes, which was seconded by Mr. Cupp, and the Board unanimously approved the motion.

Committees

Operations and Construction- January 29, 2025

Capital Project Design Review

1. Pump Station Improvements - Mr. Jackson reviewed several projects in the design phase of engineering. He noted the Valley Creek Pump Station project was discussed with the National Park Service. The Park Service indicated all construction projects within the park would not be approved until mid-2026. The Park Service also suggested consolidating the force main replacement and pump station improvements to be designed as one project.
2. Treatment Plant Improvements – Mr. Jackson and Mr. Shirk, by suggestion of the committee, will reevaluate the Chlorine Building Rehabilitation Project to utilize the existing flow channels below the building for future use. The original plan included filling the channels with concrete.
3. Charlestown Meadows Force Main Relocation (Penn Dot Cost Share Project) – Mr. Jackson reported the project is on schedule.
4. Odor Control System Replacement - Mr. Jackson reported the project is on schedule.

Engineering Design Contacts for Review

1. Final Clarifier #1 and #2 Rehabilitation (Design) – Mr. Jackson indicated the project will proceed as scheduled in 2025.
2. Electrical Substation Rehabilitation (Preliminary) - Mr. Jackson indicated the project will proceed as scheduled in 2025.
3. PLC Replacement and Process Monitoring (Preliminary) - Mr. Jackson indicated the project will proceed as scheduled in 2025.

Public and Intergovernmental – January 29, 2025

1. VFSA Website – Mr. Pinchok highlighted many of the new features on the updated website for review. The updated website is scheduled to go live on February 3, 2025.
2. April 1, 2025, Sewer Rent Increase Letter to Customers – Mr. Pinchok presented several draft letters notifying customers of the upcoming sewer rent increase from $85.00 to $99.00 per quarter. After review, the members will recommend to the VFSA board which letter to send. The letter will be printed and mailed by Uprinting at an estimated cost of $4,700.00.

Operations Report

Mr. Taylor reported there were no numerical violations of the permit during January 2025. He noted during the recent severe low temperatures; a final effluent sampler tubing froze and was unable to provide enough samples to perform all the analysis for that day. The staff immediately reported the incident to PADEP. PADEP advised to report it as a permit violation under “Other”. Mr. Taylor does not expect a notice of violation from this event. There were no odor complaints recorded during the month. Mr. LaPorte made a motion to accept the operations report as presented, which was 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 January with a balance of $26,239,124. Fund balances were presented for review, including budget-to-actual summaries, where the revenue fund actual for the month has a surplus of $487,958 and the treatment plant fund actual for the month has a surplus of $625,735. Mr. Pinchok briefly reviewed several line items from each fund, with explanations for budget and actual differences. The impress fund reconciliation was $1,363.88. Petty cash reconciliation was $13.25. Credit card purchases for the month were $1,013.33. Accounts payable invoices totaled $298,878.16. Mr. Stipa made a motion to approve agenda item B, 1 through 6, which was seconded by Ms. Woodman, and the Board unanimously approved the motion.

The financial report continued with requisitions totaling $124,487.18 from the Treatment Plant Construction Fund and requisitions totaling $36,837.00 from the Capital Improvement Fund. Mr. Stipa made a motion to approve the requisitions as presented, which was seconded by Ms. Woodman, and the Board unanimously approved the motion.

New Business

VFSA Draft Bylaws

Mr. Pinchok presented draft bylaws as written by Mr. Pomp for review. Mr. Pinchok recommended sending the document to a committee for revisions. An Administration and Finance Committee meeting will be scheduled in the near future.

Sewer Rent Increase Letter to Customers – Mr. Pinchok presented a letter to be sent to customers notifying them of the increase to sewer rent from $85.00 to $99.00 per quarter. Mr. LaPorte made a motion to accept the letter as presented, which was seconded by Mr. Cupp, and the board unanimously approved the motion.

Other

Mr. Pinchok and Mr. Jackson provided an update on the treatment plant capital pumping equipment replacement project. This project is through the COSTARS Procurement Program. The cost for the project is just under $650,000.00. Mr. Pinchok will share with the board all major dollar-approved projects for comments prior to issuing a purchase order.

Mr. Pinchok reminded the board members of the upcoming board training presented by PMAA and to advise if interested in attending.

Ms. Woodman asked if the speaker for the board training is the same consultant working on the authorities’ tapping fee. Mr. Pinchok replied that Mr. Busch is the consultant currently reviewing the tapping fees and has provided a proposal to review the authority’s future monetary needs and a rate structure to achieve those needs. Mr. Pinchok will email the rate structure proposal to the board members.

Old Business

Meadow Lane Sewer Extension

The staff is preparing final invoices for submission to East Pikeland Township. Once the final project costs are determined, a special tapping fee resolution will be drafted that will reimburse the authorities funding of the project. The resolution will be presented at a future board meeting for approval.

Act 537 Special Study

Mr. Shirk commented, Buchart Horn is continuing to progress through the alternatives analysis.

Other

Mr. Demey asked if there were any new developments on the leased property to Delaware Valley Paving.  Mr. Pinchok provided Delaware Valley Paving with a notice to terminate the lease and to remediate the property prior to the lease. Mr. Faggioli did offer a new lease to include an additional 7 acres near the power lines for dumping paving material. Mr. Pinchok replied if the authority is interested, he would set up a meeting.  A meeting to discuss Delaware Valley Paving’s proposed lease agreement has not been scheduled.

Adjournment

Ms. Woodman made a motion to adjourn the meeting, seconded by Mr. Demey, and the board unanimously approved the motion. The meeting adjourned at 8:50p.m.

Respectfully submitted,

David Demey

VFSA Board Secretary