VFSA Board Meeting Minutes
August 12, 2024
The Valley Forge Sewer Authority monthly meeting was held on Monday, August 12, 2024, at 7:00 p.m. In attendance: Board members: Norman Vutz, Terri Woodman, Samuel Cupp, Richard Stipa, William LaPorte, and David Demey. Also in attendance were General Manager Leonard Pinchok, Operations and Engineering Manager Matt Jackson, and Laboratory Supervisor Richard Taylor. David Shirk, representing the Authority’s Engineer of Record, Buchart Horn, Inc., was also in attendance.
The meeting opened with the Pledge of Allegiance.
Public Comment
Mr. Christopher Meszaros, Mr. Toby Messere, and Mr. Tom Toole asked when EDUs will be available in the Route 724 area in East Pikeland Township. Mr. Shirk indicated that an Act 537 Special Study Plan that will provide additional capacity to the Route 724 area is currently being reviewed by PADEP with an expected response within a week. Once the plan is approved by PADEP, the next step is to evaluate here and how the capacity will be obtained. Mr. Shirk estimated the public sanitary sewer service may be available in that area within two- and one-half years. In addition, a study of the authorities’ collection system will be evaluated to determine if additional capacity is needed.
Meeting Minutes
Operations Report
Mr. Taylor presented the operations report, stating a main scum pit overflow occurred on July 17, 2024, because of a power failure in a control panel. He also reported a fecal coliform instantaneous maximum permit violation on July 22, 2024. Any outstanding lab results from June 2024 were received without violation. There were no odor complaints recorded during the month.
Mr. Taylor reported an additional fecal coliform permit violation on August 6, 2024. The two violations within a small period prompted staff to review current procedures for gathering and testing samples. The current Standard Operations of Procedure (SOP) has been rewritten for sampling final effluent fecal coliform. Training by employees was completed by August 12, 2024. Mr. Stipa asked if the outside lab could collect samples. Mr. Jackson indicated the outside source could collect samples, although it is preferred to remain in-house because of staff experience and control measures. Mr. Pinchok recommended monitoring the new sampling procedures over the next month. If additional permit violations for fecal coliform occur, the staff will co-sample with the outside source for comparison measures.
Mr. Cupp made a motion to accept the operations report as presented, which was 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 July with a balance of $27,071,305. Fund balances were presented for review, followed by the budget to actual summary, where the revenue fund actual for the month has a surplus of $320,370 and the treatment plant fund actual for the month has a surplus of $1,056,811. Mr. Pinchok briefly reviewed several line items from each fund, with explanations for budget and actual differences. Impress fund reconciliation was $344.54. Petty cash expenses for the month were $54.78. Credit card purchases for the month were $1,773.77. Accounts payable invoices totaled $358,569.53. Mr. Stipa made a motion to approve agenda items 2 through 6 as presented, which was seconded by Mr. Demey, and the Board unanimously approved the motion.
The financial report continued with requisitions totaling $40,368.33 from the Treatment Plant Construction Fund and requisitions totaling $64,527.88 from the Capital Improvement Fund. Mr. Cupp made a motion to approve the requisitions as presented, which was seconded by Mr. LaPorte, and the Board unanimously approved the motion.
Mr. Pinchok presented, June 30, 2024, financial statements and balance sheet for review and discussion. These reports will be presented to the board on a quarterly basis. Mr. Pinchok informed the board members of his intention to hire an outside firm, Keystone Alliance Group, to review and develop a new tapping fee for the authority. In addition, he will work with Keystone Alliance to review the authority’s current rate structure and possible other revenue sources to implement for the 2025 budget year and future revenue needs. The final report will be reviewed with the administration and finance committee when completed.
New Business
There was no new business to report for the month.
Old Business
Meadow Lane Sewer Extension
LTL has completed the specifications for the sewer main installation on Meadow Lane. Mr. Pinchok informed the board of the bid opening scheduled for August 27, 2024, with a completion date by the end of November 2024. The bids will be presented for review and approval in the September board meeting.
Act 537 Special Study
See Public Comment.
Charlestown Meadows Cost Share
PennDOT is scheduling a road widening project that will impact the force main beneath the proposed road expansion. PennDOT proposed two different alternatives that include a 50/50 and 25/75 cost share of the project. The 50/50 cost share alternative includes the authority performing all required engineering and construction under its own contract prior to PennDOT’s start. All costs are paid by the VFSA upfront and will invoice PennDOT for reimbursement. Under the 25/75 cost share option, the authority would be responsible for 25% of the total cost, with Penn Dot incorporating VFSA’s portion of work into their roadway construction contract. PennDOT will be responsible for the construction cost upfront and will invoice VFSA when work is completed. Mr. Shirk shared the advantages and disadvantages of each alternative. After a short discussion, Mr. Stipa made a motion to approve the 25/75 alternative option as presented, which was seconded by Mr. Cupp, and the Board unanimously approved the motion.
Administration Building Roofing Budget
Mr. Jackson shared the roofing bids with the board members. There were five bidders, and all bids were over the proposed budget of $170,000. After a short discussion and a recommendation by the specifications writer and inspector of the project, Mr. LaPorte made a motion to approve the budget increase of $58,550 and award the contract to O’Donnell Roofing, which was seconded by Mr. Cupp, and the Board unanimously approved the motion.
VFSA Collection System Evaluation
The Act 537 Special Study Plan addresses the capacity needs at the treatment plant. In conjunction with the Act 537 Special Study Plan, the staff recommends an evaluation of the collection system be performed to determine if sufficient capacity currently exists. This is a non-budget item. Mr. Cupp made a motion to approve the engineer’s proposal for evaluation of the collection system costing $39,700 from the revenue fund capital budget, which was seconded by Ms. Woodman, and the Board unanimously approved the motion.
Adjournment
Ms. Woodman made a motion to adjourn the meeting that was seconded by Mr. Cupp, and the board unanimously approved the motion. The meeting adjourned at 8:45 p.m.