VFSA Board Meeting Minutes
June 12, 2023
The Valley Forge Sewer Authority monthly meeting was held on Monday, June 12, 2023, at 7:00 pm. In attendance: Board members: Norman Vutz, David Demey, Samuel Cupp, David Greer, Terri Woodman and William LaPorte. Also in attendance were General Manager Leonard Pinchok, Operations\Engineering Manager Matt Jackson, Laboratory Supervisor Richard Taylor and Senior Construction Inspector Eric Stoltz. David Shirk attended, representing the Authority’s Engineer of Record, Buchart-Horn, Inc.
The meeting opened with the Pledge of Allegiance.
Public Comment
There was no public comment.
Meeting Minutes
Mr. LaPorte made a motion to approve the May 8, 2023 meeting minutes as presented, which was seconded by Mr. Demey and the Board unanimously approved the motion.
Operations Report
Mr. Taylor presented the Operations Report stating there were no limit violations during May. The month of May had no odor complaints. Mr. Taylor reported a revision to the April 2023 Operations Report to record a single event exceeding the permitted amount for fecal coliform. No additional action is required at this time. Mr. Cupp made a motion to accept the Operations Report as presented which was seconded by Mr. LaPorte 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 April with a balance of $25,679,132. Fund balances were presented for review, followed by the budget to actual, where the revenue fund has a surplus of $177,827 and the treatment plant fund is at a surplus of $201,913. Total credit card purchases for the month were $5,648.23. Total for Imprest fund reconciliation was $931.30. Petty Cash expenses totaled $93.01. AP invoices totaled $269,176.09. Mr. Cupp inquired about a payment made to West Whiteland Township. Mr. Pinchok replied that a property located in Charlestown Township is connected to the West Whiteland Sanitary Sewer System or vice versa. Mr. Pinchok will review the matter and report his findings to the Board. Mr. LaPorte made a motion to approve items 1 through 6 as presented which was seconded by Mr. Cupp and the Board unanimously approved the motion.
The financial report continued with requisitions totaling $166,062.61 from the Capital Improvement fund. Ms. Woodman made a motion to approve the requisitions as presented which was seconded by Mr. Cupp and the Board unanimously approved the motion.
New Business
Other
There was no new business to report.
Old Business
Septage Screening Process
Mr. Shirk presented a revised project cost totaling $360,750. The project's approved budget was $335,000. Buchart Horn recommended approval for an additional $25,750 cost. Mr. Pinchok indicated the Treatment Plant Construction Fund has the cash available to cover the additional cost without asking partners for more funding. The recommendation should be approved by both the VFSA and Joint Boards. Mr. LaPorte motioned to accept the recommendation as presented. This was seconded by Mr. Demey and the Board unanimously passed the motion.
Meadow Lane Sewer Extension
There was no additional information or activity during the month.
Act 537 Special Study
The staff and Buchart Horn are currently gathering future flow needs, as required by DEP, from partner municipalities. A second request for future flow needs has been sent to the partner municipalities. To expedite the request for future flow needs, the Authority and Buchart Horn will contact both Township Officials and their engineering consultants. Once the information is received and evaluated, the Authority will respond to the proposal presented by Tredyffrin Township to sell excess reserved capacity. Upon completion of the Act 537 Special Study, the Authority will present it for 30 day public review as well as secure resolutions from each partner municipality approving the study.
Other
A number of projects were presented by Mr. Jackson, including out-of-service secondary clarifiers scheduled for inspection by staff and outside vendors. Additionally, he reported some hardware/software failures in the control system over the past few weeks. Within a couple of days, the staff expects to return to regular operation after working with a vendor to resolve the issue. A Mechanic and an Operator have been hired by the Authority with start dates scheduled for this month. Congratulations to Carl LaPorte, who was promoted to Master Mechanic on June 19. According to Mr. Pinchok, other positions are currently vacant, including Accounts Receivable, Human Resources, Mechanic, and Inspector. There will be several interviews for the Accounts Receivable position later this week.
Buchart Horn is working on scum pit modifications, electrical upgrades to the odor control system for the treatment plant, construction of a hypochlorite facility, and the septage receiving station.
To Do List
1. Report "Budget to Actual" expense line items with significant surpluses/deficits to the Board.
2. Email an explanation of the West Whiteland Township May Invoice to the Board.
3. Schedule Operations and Construction Committee meeting.
4. Review the possibility of owning/operating collections systems outside the VFSA service area.
Adjournment
Mr. Cupp made a motion to adjourn the meeting that was seconded by Mr. LaPorte and the Board unanimously approved the motion. The meeting adjourned at about 8:20 pm.
Respectfully submitted,
Dave Demey
VFSA Board Secretary