May 2025

Minutes

VFSA Board Meeting Minutes

May 12, 2025

The Valley Forge Sewer Authority monthly meeting was held on Monday, May 12, 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, and David Shirk, representing the Authority’s Engineer of Record, Buchart Horn, Inc.

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 April 14, 2025, meeting minutes, seconded by Mr. Cupp, and the board unanimously approved the motion.

Operations Report

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

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

Financial Report

Mr. Pinchok presented the combined statement of operations for all accounts at the end of April with a balance of $26,703,011. 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 $357,200 and the treatment plant fund actual for the month has a surplus of $730,372. The impress fund reconciliation was $311.66. Petty cash reconciliation was $15.74. Credit card purchases for the month were $7,881.51. Accounts payable invoices totaled $304,413.05.

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 $261,777.51. The monthly Treatment Plant Construction Fund requisition expenses were $213,807.52, and the Capital Improvement Fund totaled $47,969.99.

Mr. Stipa made a motion to approve the requisitions as presented, seconded by Mr. Demey, and the board approved the motion by a vote of 4-0. Mr. LaPorte abstained.

New Business

Mold Remediation and Remodeling

Mr. Pinchok reported several areas of mold were found on HVAC diffusers located in the administration building. Prior to having the air ducts cleaned, the authority hired a certified mold specialist to evaluate the air diffusers to determine if mold was present in the HVAC system. The test results verified several diffusers had the presence of mold. In order to determine the extent of mold throughout the building, an inspection and air quality test were completed. The inspection revealed several areas with black mold present. In addition, the air quality results found two areas having elevated mold spore counts. The affected area was in the lab and basement. A certified mold remediation company was immediately hired to temporarily set up air scrubbers and dehumidifiers throughout the building to improve the air quality. In addition, the entire building was fogged with a disinfectant to kill surface mold. Mr. Pinchok presented many photos of the affected areas. The initial cause of the mold was a leak behind a wall in the lab pretreatment area. Mr. Pinchok expressed a concern over the approximately 300 file boxes in the basement that would need to be treated. After the files are initially treated for mold, they would be separated into two areas. The first area would be for files that will be retained and treated with gamma radiation. The second area would be for files to be shredded. Mr. Pinchok will ask for a proposal to digitize all the files. Mr. Pinchok stated the initial cleaning of the file boxes will cost five to six thousand dollars. Ms. Woodman suggested alarms be installed that detect levels of moisture. In addition, Mr. LaPorte suggested moisture sensors be considered for water heaters. Mr. Pinchok reviewed several quotes from certified mold remediating companies with the board.

After review of the quotes, Mr. Cupp made a motion to approve $75,000 for mold remediation and remodeling, seconded by Mr. Stipa, and the board unanimously approved the motion. Mr. Pinchok will advise if the cost for each process will exceed the approved amount.

Old Business

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. The authority staff and roofing consultant made inquiries with the contractors as to reasons for extremely high bids. In addition, research into the COSTARS program revealed that the authority could solicit quotes from qualified bidders; the COSTARS program also offers material discounts for the specified product. Mr. Jackson and Mr. Shirk drafted language changes to the project specifications to reduce some formalities that drove up the cost, which included scheduling changes and bond requirements. The staff will present roof bids through the Costars program in next month’s board meeting. The staff will continue to utilize the COSTARS program for future projects when applicable.

 Resolution 1 of 2025–Special Purpose Part Tapping Fee-Meadow Lane Sewer Extension

Mr. Pinchok presented Resolution 1 of 2025 to update the Code of Rules and Regulations for the Valley Forge Sewer Authority Special Purpose Part Tapping Fee to include the Meadow Lane Sewer Extension. The special purpose part tapping fee for Meadow Lane will be $2,860.00.

Ms. Woodman made a motion to approve Resolution 1 of 2025 Special Purpose Part Tapping Fee, seconded by Mr. Cupp, and the board unanimously approved the motion.

Act 537 Special Study—Member Municipalities

Mr. Shirk met with Ms. Boettlin, of PADEP, last month to provide a progress report for the Act 537 Plan. He indicated that minor changes to the public advertisement were made based on Ms. Boettlin’s requirements. The public review period has begun and will continue for thirty days. Ms. Boettlin approved the draft resolutions for the Act 537 Plan, and they will be sent to all partner municipalities for adoption. Mr. Shirk received comments from several township boards and planning commissions with minor changes to the language. He is in the process of addressing all comments. Mr. Shirk expects the Act 537 Plan to be submitted to PADEP by the scheduled date of June 20, 2025.

Draft Bylaws

The revised draft bylaws were presented for review.

Mr. Stipa made a motion to approve the bylaws after the elimination of Section 2, Seal of the Authority, and the elimination of reference to the business manager, seconded by Mr. Cupp, and the board unanimously approved the motion.

Other:

Mr. Pinchok will be emailing several dates to schedule an administration and finance committee meeting in the upcoming weeks prior to the June board meeting. Agenda items will include 2024 draft audited statements, a tapping fee study, and a rate study proposal.

Executive Session

Executive Session

The VFSA board entered into executive session at 7:45 pm to discuss general manger goals, personnel, union negotiations, and real estate matters. The executive session ended at 8:35 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 8:36 pm.

Respectfully submitted,

Dave Demey

VFSA Board Secretary