Valley Forge Sewer Authority

Meeting Minutes

January 10, 2017

The Valley Forge Sewer Authority monthly meeting was held on Tuesday, January 10, 2017, at 7:00 pm.  The following people attended the meeting: Board members: Michael Rodgers, William Hochwind, Charles Melle, Norman Vutz, and Marilyn Randolph.  Staff: Leonard Pinchok and Martin Goldberg, Consultant: Ed DiMond

 

Lloyd Knauer, Rick Taylor and Brian Flaherty, legal counsel for VFSA regarding the proposed sale of the Valley Creek Trunk Sewer (VCTS) system, also attended the meeting.

 

Mr. Rodgers called the meeting to order with the Pledge of Allegiance.

 

Executive Session

The Board entered into executive session at 7:07pm and resumed the regular monthly meeting at 8:10pm.  The Board discussed legal matters regarding VCTS.

 

Upon adjournment from Executive Session, Mr. Rodgers indicated the session was to

discuss legal matters with Mr. Flaherty regarding the Valley Creek Trunk Sewer.  Mr. Rodgers continued the Regular Board meeting at 8:10pm.

 

Public Comment

No public comments were made.

 

Meeting Minutes

The December meeting minutes were presented to the Board.   Ms. Randolph made a motion to approve the meeting minutes with a slight revision.  Mr. Hochwind seconded the motion and the Board unanimously approved.

 

Reports

Operations Report

Mr. Goldberg reported that the Authority was in compliance with all permit requirements for the month of December and reported 0 odor complaints.  He noted that the staff has submitted the plan for the water effects ratio (WER) study to DEP in order to pursue relief from NPDES permit limitation for copper.  He also reported that the staff has been involved in discussions with DEP, the transportation and disposal contractor, and the contract laboratory on testing requirements and the classification of its biosolids in light of the fact that the contract laboratory recently temporarily lost its DEP certification to test for salmonella.

 

Financial Report

Mr. Pinchok reviewed the combined statement of operations with the Board.  He reported that both Fund 10 and Fund 20 were showing surpluses at this time.  The following expenses were then presented for payment: the Imprest fund in the amount of $616, the Petty Cash expenses in the amount of $76, the credit card expenses in the amount of $4,846 and the A/P invoices in the amount of $245,409.  Mr. Hochwind made a motion to pay these expenses.  Ms. Randolph seconded and the Board unanimously approved. 

 

The regular requisitions in the amount of $30,006 were then presented for payment.  Mr. Melle made a motion to pay these expenses.  Mr. Rodgers seconded the motion and the Board unanimously approved.

 

The treatment plant expansion/upgrade requisitions were then presented for payment in the amount of $221,701 (AFP 31R).  Mr. Vutz made a motion to pay the expenses per the conditions set by the solicitor.  Mr. Melle seconded and the Board unanimously approved.

 

Mr. DiMond reviewed the refusal for payment of both applications (#31 and #32) with the Board.  He reported that he met with the solicitor last week regarding a revised approvable application for payment, AFP 31R and reviewed the Change Order #8, noting that a revised invoice had been received from Pact.  The VFSA acted in good faith and to be fair, agreed to pay the contractor for only completed work.  Also, it was noted that there are some spare parts that have not been provided yet and are still owed to the VFSA by the Contractor.  He also reported that the spare parts are reflected in the retainage amount being withheld at this time and will also cover the costs of re-coating the Gravity Sludge Thickeners, which are failing due to contractors apparent failure to meet specifications and these coatings will need to be properly recoated in the Spring of 2017 when temperatures are favorable for the work. On request of the Contractor the staff asked the Board if they were interested in pursuing arbitration or mediation on the issue of Contractor claims relating to the construction work. The Board indicated that they were not interested in arbitration or mediation.

 

New Business

Whitehorse Pump Station

Mr. Goldberg reported that a memo was sent earlier today and included in the Board packets with regard to the failed VFD at the Whitehorse pump station.  He noted that the staff had explored options and received various quotes on said options.  These options were also discussed with Mr. Vutz and Mr. Bailey, the engineer acting as project manager for the transformer replacement project at the plan, and engineer of record, Buchart Horn Inc. There was a consensus of opinion that replacing the current failed VFD with a 6 pulse VFD and then testing to determine whether for harmonics would have to be subsequently addressed with the addition of a harmonics. The prices quoted by Marino Electric were also reviewed and found to be fair. 

 

Mr. Goldberg recommended moving ahead with the recommendation to replace the VFD as quoted by Marino.  Mr. Vutz made a motion to approve the recommendations.  Ms. Randolph seconded and the Board unanimously approved.

 

Old Business

Valley Forge Access Road

Mr. Goldberg reported that he is currently awaiting information from the solicitor with regard to the easements. In addition Buchart-Horn is looking into the structural stability of the bridge located on the access road.  He recommended submitting all information received to committee for further discussion.  The Board concurred with these actions.

 

Canopy Roof-Treatment Plant

Mr. DiMond reported that Buchart-Horn had reviewed the canopy roof drawings and specifications and the past bid activity.  The differences between the 2012/2013 bidding and the more recent 2016 specifications were reviewed by Buchart-Horn as well.  These included the expansion to enlarge the roof to enclose two tractor trailers, revising the roof slope to away from the building, asbestos removal, removing the old steel joist and installation of a new fascia.  Buchart-Horn indicated that the only components of the current design for the two bay canopy roof that may be modified to save costs may be to not change the roof slope, and to not install new fascia. In addition the staff indicated that there may be some cost savings with extending the construction schedule (but require completion before next winter’s freeze).  Buchart-Horn recommended that the staff negotiate with the previous low bidder for the two truck canopy roof to see if there would be significant cost savings in these changes and the Board concurred.

 

East Pikeland Projects

The staff reported that there is nothing new to report over the past month.

 

Plant Expansion & Upgrade Project

Mr. Pinchok provided an update from the auditors stating their approval for accounting procedures to be utilized for audit by VFSA for treatment plant projects.

 

Other

Ms. Randolph expressed concerns regarding the potential for other municipalities (not named in the treatment plant agreement) connecting to the treatment plant partners systems. These would not be permitted under the Valley Forge Sewage Treatment Plant Agreement.

 

Staff Assignments

  1. Send copy of email from Vince Pompo.
  2. Revision of draft on Change Order # 8.

 

Mr. Rodgers adjourned the regular monthly meeting at 9:40pm.