June 2025

Minutes

VFSA Board Meeting Minutes

June 9, 2025

The Valley Forge Sewer Authority monthly meeting was held on Monday, June 9, 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, Vince Pompo, representing the Authority’s Solicitor, and David Shirk, representing the Authority’s Engineer of Record, Buchart Horn, Inc.

The meeting opened with the Pledge of Allegiance.

Public Comment 

Mr. Tom Toole was in attendance. No public comments at this time.

Meeting Minutes

Ms. Woodman made a motion to approve the May 12, 2025, meeting minutes, seconded by Mr. Demey, and the board unanimously approved the motion.

Joint Board Meeting

Mr. Pinchok reviewed the Joint Board Agenda items for the meeting held on June 3, 2025. The agenda items included a review and approval of the March 31, 2025, Joint Board Meeting Minutes, the 2024 Draft Audit Report, Treatment Plant Operations Financials, Treatment Plant Construction Projects, reserved capacity needs for the VFSA, and the Memorandum of Understanding for Capital Cost Reimbursement. The 2024 Audit Report was approved by a majority vote. All other reports were presented for informational purposes. No further action was required. Although the Capital Cost Reimbursement was discussed, no changes to the memorandum of understanding were needed at this time.

Administration and Finance Committee Meeting

The committee met on June 9, 2025, to review and address several agenda items, including the 2024 Audit Reports, the Sewer Tapping Fee Study, the Rate Study Proposal, and the Delaware Valley Paving proposal. Mr. Pinchok presented the 2024 audit reports for review and discussion. After several questions, the committee will recommend approval at the June board meeting. Mr. David Busch, of Keystone Alliance Group, presented in detail the sewer tapping fee study. The committee had several questions regarding the detail. Mr. Busch provided the answer to the questions. After the presentation of the study, the committee will seek approval of the sewer tapping fees at the next board meeting. Mr. Busch continued with a review of the Rate Study Proposal to the committee. Mr. Pinchok noted the cost of the study was approved in the 2025 budget, and he will sign the proposal later this week. Mr. Pinchok presented information on the Delaware Valley Paving's new building to be erected on their property. Any other details of this matter will be discussed in executive session.

Operations Report

Mr. Taylor stated at the time of the printing of the reports that all parameters for the monitoring period of May 2025 are in accordance with the NPDES permit numerical limits. No permit violations during the month of May. All outstanding/pending reports for April 2025 were received with no violations. There were no order complaints reported to VFSA during May 2025. Mr. Cupp made a motion to accept the operations report as presented, seconded by Mr. Stipa, and the board unanimously approved the motion.

Financial Report

Mr. Pinchok presented the combined statement of operations for all accounts at the end of May with a balance of $26,584,994. Fund balances were presented for review, including budget-to-actual summaries, where the revenue fund actual for the month is operating from a surplus of $209,709 and the treatment plant fund actual for the month has a surplus of $330,656. The imprest fund reconciliation was $643.15. Credit card purchases for the month were $5,891.86. Accounts payable invoices totaled $1,451,163.39. Mr. Stipa made a motion to approve agenda item B, 1 through 6, seconded by Mr. Cupp, and the board unanimously approved the motion.

The financial report continued with requisitions totaling $97,211.70. The monthly Treatment Plant Construction Fund requisition expenses were $46,239.96, and the Capital Improvement Fund totaled $50,971.74. Mr. Stipa made a motion to approve the requisitions as presented, seconded by Ms. Woodman, and the board approved the motion by a vote of 5-0.

New Business

2025 Capital Improvement Fund Budget

Mr. Jackson requested an increase to the 2025 Capital Improvement Fund Budget of $36,956.49 for the purchase of a sewage grinder for the Pothouse Pump Station. The grinder will be purchased through the COSTARS program. Mr. Stipa made a motion to approve an increase to the 2025 Capital Improvement Fund Budget as presented, seconded by Ms. Woodman, and the board approved the motion by a vote of 5-0.

Old Business

2024 Audit Reports

Mr. Pinchok presented the 2024 audit reports for the review and approval. Mr. Stipa made a motion to approve the 2024 audit reports as presented, seconded by Ms. Woodman, and the board approved the motion by a vote of 5-0.

Mold Remediation and Remodeling Project

Mr. Pinchok reported the mold remediation part of the project is completed. Mr. Pinchok presented an estimated cost to finish the project at $114,442. The estimated cost included actual cost of $57,707 for the mold remediation process and $56,735 for the remodeling and document handling services. Mr. Pinchok will request additional proposals through COSTARS for the remodeling portion of the project. Once the additional proposals are received, the staff will proceed with the remodeling project. The files that were located in the contaminated area are being sent out to be gamma radiated or destroyed if beyond the required hold period. Mr. Pinchok is also seeking costs to have the documents digitized in order to reduce future issues with paper copies. In addition, Mr. Pinchok is seeking the cost of two commercial-sized dehumidifiers for the basement and lab areas.

Treatment Plant Roof Replacement Bids

Mr. Jackson reminded the board that all roof replacement bids presented in April’s meeting were rejected based on all being over budget. After minor language changes to the specifications and posting on COSTARS, Mr. Jackson presented the bid tab for the treatment plant roof project. The apparent low bidder is O’Donnell Roofing at $655,000.00. The recommendation of the staff and roof consultant is to award the contract to O’Donnell Roofing. Mr. Cupp made a motion to award the roofing contract to O’Donnell Roofing, seconded by Mr. Demey, and the board approved the motion by a vote of 5-0.

Resolution 2 of 2025 – Submission of Grant Application

Mr. Pinchok presented Resolution 2 of 2025 to update the Code of Rules and Regulations for the Valley Forge Sewer Authority, authorizing submission of a grant application to the PADCED for public sewer extension on Snyder Avenue located in East Pikeland Township. Ms. Woodman made a motion to approve Resolution 2 of 2025 Submission of Grant Application to PADCED, seconded by Mr. Stipa, and the board unanimously approved the motion.

Resolution 3 of 2025 – Act 537 Plan

Mr. Pinchok presented Resolution 3 of 2025 to update the Code of Rules and Regulations for the Valley Forge Sewer Authority to approve the Act 537 Plan. Ms. Woodman made a motion to approve Resolution 3 of 2025 Act 537 Plan, seconded by Mr. Stipa, and the board unanimously approved the motion.

Resolution 4 of 2025 – Revise Sewer Tapping Fee

Mr. Pinchok presented Resolution 4 of 2025 to update the Code of Rules and Regulations for the Valley Forge Sewer Authority to revise the Sewer Tapping Fee. The Collection Part Fee of $2,265.12 and the Capacity Part Fee of $7,724.34 will be effective on September 1, 2025. With a recommendation from the Administration and Finance Committee to approve the revised sewer tapping fee, Ms. Woodman made a motion to approve Resolution 4 of 2025, Revised Sewer Tapping Fee, seconded by Mr. Demey, and the board unanimously approved the motion.

Act 537 Special Study Tredyffrin Township/VFSA Agreement

Mr. Pompo provided the history, whereas East Pikeland Township and Schuylkill Township need for additional capacity. The Joint Board was asked if any township, borough, or municipality would be interested in selling capacity. There are only two townships, East Whiteland and Tredyffrin, that would have capacity available to sell. As a result of only Tredyffrin Township having offered capacity, this agreement is needed for submission of the Act 537 Plan to PADEP. Ms. Woodman made a motion to approve the Tredyffrin Township/VFSA Sell and Purchase Agreement of Excess Reserved Capacity, seconded by Mr. Stipa, and the board unanimously approved the motion.

Act 537 Special Study—Member Municipalities

Mr. Shirk provided a progress report for the Act 537 Plan. The final draft has been distributed to all the municipalities. All the planning agencies, with the exception of one, have approved the plan. Several municipal boards are presenting resolutions for adoption at their next meeting later this month. Charlestown Township and East Pikeland Township have provided signed resolutions. A signed agreement between Tredyffrin Township and VFSA to sell and purchase excess reserved capacity is critical for the submission of the Act 537 plan to PADEP. Mr. Shirk expects the Act 537 Plan to be submitted to PADEP by the scheduled date of June 20, 2025.

Executive Session

The VFSA board entered into executive session at 8:20 pm to discuss real estate matters. The executive session ended at 8:45 pm.

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 8:46 pm.

Respectfully submitted,

Dave Demey

VFSA Board Secretary