VFSA Board Meeting Minutes
December 11, 2023
The Valley Forge Sewer Authority monthly meeting was held on Monday, November 13, 2023, at 7:00 pm. In attendance: Board members: Norman Vutz, Terry Woodman, Samuel Cupp, David Greer, David Demey and William LaPorte. Also in attendance were General Manager Leonard Pinchok, Operations\Engineering Manager Matt Jackson and Engineer Inspector Eric Stoltz. 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
Kim and Steve Peltier, owner of the Water World property, Matthew Markovich and Chris Meszaros of Countryside Realty attended the meeting. All parties expressed a concern of capacity issues and the inability to connect to the VFSA collection system based on current capacity. Mr. Pinchok explained how the recently completed Act 537 Special Study addresses the need for additional capacity and expects the plan to be presented to PADEP by end of January 2024. The PADEP review process is normally between 60 to 90 days. Mr. Shirk reported the next step, once approved by PADEP, would be to evaluate the options available for additional capacity.
Meeting Minutes
Mr. Cupp made a motion to approve the November 13, 2023 meeting minutes as presented, which was seconded by Mr. LaPorte and the Board unanimously approved the motion.
Joint Board Meeting
Mr. Pinchok presented the agenda items from the Joint Board meeting held on December 6, 2023.
The Joint Board members approved the August 29, 2023 meeting minutes as presented.
Mr. Pinchok presented the 2024 Treatment Plant Operations and Treatment Plant Construction Budgets for review and comments. After brief descriptions of several budget line items, both 2024 budgets were approved.
Mr. Pinchok presented the Treatment Plant Operations Financial Report with the Board. He reviewed October 2023 Budget to Actual total indicating currently the fund is operating at a surplus of $325,463. After highlighting several individual account line items, the Joint Board accepted the report as presented.
The Treatment Plant Construction Fund Report was presented for review. Mr. Pinchok reviewed the list of current projects. Mr. Shirk and Mr. Jackson provided an updated progress report on each open project. After a brief discussion regarding several projects, the Joint Board accepted the report as presented.
Mr. Pinchok presented a progress report on Act 537. Mr. Shirk reviewed all options available to obtain the additional needed capacity. The Act 537 Special Study is completed and ready for public review and comment. In addition, the Act 537 Special Study will be sent to all townships for additional review and comment. The Authority will include a sample resolution to be considered and adopted by mid January 2024. Mr. Pinchok emphasized the rerate option will be considered first and any remaining needs will be addressed with the remaining options. Mr. Heaberg representing Tredyffrin Township noted the township has no intention to withdraw the current offer. He also indicated that additional capacity may be available above the offered 250,000 gpd.
With no other business, the meeting was adjourned.
Committee Report
The Operations/Construction and Administration/Finance committees met on November 20, 2024 to tour the plant facility and review the 2024 Revenue Fund Operations and Treatment Plant Operations Budget. Board members Mr. LaPorte, Ms. Woodman and Mr. Cupp attended the meeting. Mr. Pinchok reviewed the2024 Revenue Fund Operations Budget. After several questions on specific line items, including the current Sewer Rent rate of $75.00, the committee recommends approving the 2024 Revenue Budget as presented based on increasing the quarterly Sewer Rent rate to $85.00 to begin April 1, 2024. Mr. Pinchok reviewed the 2024 Revenue Capital and Treatment Plant Construction budgets. After a brief discussion, the committee recommends approval of the 2024 Capital and Construction Budgets as presented.
Operations Report
Mr. Jackson presented the Operations Report stating there were no permit limit violations for the month of November. Mr. Jackson reported all outstanding lab results from October were received without violation. The month of November had no odor complaints. Schuylkill Township manager Laurie Getz notified the Authority of odors around the Pothouse Pump Station. The Authority immediately dispatched a crew to investigate the situation. It was determined the odor was not a result of the pump station operations. 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 showing the balances of all accounts at the end of November with a balance of $26,307,429. Fund balances were presented for review, followed by the budget to actual, where the revenue fund has a surplus of 352,956 and the treatment plant fund is at a surplus of $1,073,150. Total for Imprest fund reconciliation was $736.84. Petty Cash expenses for the month were $9.17. Total credit card purchases for the month were $1,982.75. Mr. Pinchok reported an Authority credit card used for unauthorized purchases during the month of November has been credited to the account. AP invoices totaled $333,560.06. Ms. Woodman made a motion to approve agenda items 2 through 6 as presented which was seconded by Mr. Cupp and the Board unanimously approved the motion.
The financial report continued with requisitions totaling $13,285.05 from the Treatment Plant Construction 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.
Old Business
2024 Revenue Fund and Treatment Plant Budgets
Mr. Pinchok presented the 2024 Revenue Fund and Treatment Plant Budgets for approval. The VFSA committees recommend approval of the budgets and an April 1, 2024 increase of the Sewer Rent rate from $75.00 to $85.00. After a brief discussion, Mr. Cupp made a motion to accept the 2024 Budgets as presented which was seconded by Ms. Woodman and the Board unanimously approved the motion.
Septage Screening Process
Mr. Jackson reported the Septage Screen project is substantially complete and is working well. He also indicated some additional improvements will be needed to the wash water system needed to clean the unit.
Meadow Lane Sewer Extension
PA Grant approvals are to begin December 19, 2024.
Act 537 Special Study
Mr. Shirk reported the Act 537 Special Study review period ends in mid January 2024. Mr. Shirk has not received any comments to date. Resolutions from all partners and VFSA are expected by mid January 2024 as well. It is anticipated the Act 537 Special Study Plan will presented to PADEP by the end of January 2024. Once PADEP approves the Act 537 Special Study, the next step is to review and approve the options to obtain additional capacity.
Other
Mr. Jackson reported all schedule maintenance is uploaded into the new FIXX software program with training to begin in January 2024. Final clarifier #4 is out of service for preventative maintenance inspection and repairs. Mr. Jackson noted a fair amount of work is underway in the collection system and pump stations. The staff is replacing riser rings, electrical repairs at Valley Forge Woods Pump Station and VFD repair at Pothouse Pump Station. Mr. Jackson reported all pump stations and plant handled the recent rain event with only minor issues. The treatment plant peaked at 20mgd which normally operates between 5 and 6mgd.
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 about 8:25 pm.