VFSA Board Meeting Minutes
September 11, 2023

The Valley Forge Sewer Authority monthly meeting was held on Monday, September 11, 2023, at 7:00 pm. In attendance: Board members: Norman Vutz, Samuel Cupp, David Greer, Terri Woodman, David Demey and William LaPorte.  Also in attendance were General Manager Leonard Pinchok, Operations\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
There was no public comment.  

Meeting Minutes

Mr. LaPorte made a motion to approve the August 14, 2023 meeting minutes as presented, which was seconded by Mr. Demey and the Board unanimously approved the motion.

Joint Board Meeting

Mr. Pinchok presented the agenda items from the Joint Board meeting held on August 29, 2023.

The Joint Board members approved the November 30, 2022 meeting minutes as presented.

The 2022 Draft Treatment Plant Operations Audit Report was reviewed with the Joint Board. Mr. Pinchok highlighted the opinion of the auditor stating the information in the report present fairly in all material aspects. Page 5 of the report summarized partners’ contributions, net expenditures, and contributions due partners. In 2022, the rental pool was not utilized.  Mr. Pinchok indicated refunds to the partners will be returned after the Joint Board and VFSA Board approve the audit. The 2022 Draft TPO Audit Report was approved as presented.

Mr. Pinchok presented the Treatment Plant Operations Financial Report with the Board.  He reviewed July 2023 Budget to Actual total indicating currently the fund is operating at a surplus of $223,247. 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 provided an updated progress report on each open project.  After a brief discussion regarding the new septage unit, the Joint Board accepted the report as presented.  

Mr. Pinchok presented a progress report on Act 537.  The PADEP is requiring an updated Act 537 Special Study to address the additional capacity needs of both the Authority and partner municipalities. Mr. Shirk reported that all but one municipality has report the required information.  Once all the information is received, Buchart Horn will provide the information to each municipality in order to adopt a resolution to accept the results of the study. 

With no other business, the meeting was adjourned.

Operations Report

Mr. Taylor presented the Operations Report stating there were no permit limit violations during August.  Mr. Taylor reported all outstanding July results were received without violation.  The month of July had no odor complaints.  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 April with a balance of $26,189,615. Fund balances were presented for review, followed by the budget to actual, where the revenue fund has a surplus of $292,034 and the treatment plant fund is at a surplus of $278,371. Total credit card purchases for the month were $2,160.85.  Total for Imprest fund reconciliation was $849.64. Petty Cash expenses totaled $30.98. AP invoices totaled $1,002,987.27.  Mr. Pinchok noted the AP invoice total for the month included $691,352 as reimbursement to the VFSA partners as stated in the 2022 Treatment Plant Operation Audit Report.  Mr. Cupp inquired about a purchase from Bergey Chevrolet.  Mr. Pinchok indicated the purchase was for a new truck.  Mr. Cupp made a motion to approve items 1 through 6 as presented which was seconded by Mr. Demey and the Board unanimously approved the motion.  

The financial report continued with requisitions totaling $40,509.00 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.

New Business

EPWPCOA Award

The Authority has been selected to receive the Association’s Excellence Award for Collection Systems Operations and Maintenance from Eastern Pennsylvania Water Pollution Control Operators Association.  The Board commended the staff on receiving such an outstanding achievement. 

Old Business

2022 Audit Reports

Mr. Pinchok presented the 2022 Draft Financial Statements and Supplementary Information and the 2022 Draft Treatment Plant Operations Account Financial Statements for review.  Mr. Pinchok highlighted the opinion of the auditor for each report stating the financial statements present fairly, in all material respects and in accordance with accounting principles generally accepted in the United States of America.  After a short review of the reports, Mr. Cupp made a motion to approve the audit reports as presented which was seconded by Ms. Woodman and the Board unanimously approved the motion. 

Septage Screening Process

Mr. Shirk indicated the installation of the SAVI Beast Septage Receiving Station was started in early August.  Mr. Jackson reported most of the install project is completed with minor issues to be addressed.  The electrical contractor is to begin work next week. The expected completion date is late September.  The startup and training are scheduled for first week of October.

Meadow Lane Sewer Extension

There was no additional information or activity during the month.  PA Grant approvals are expected to begin in September 2023.

Act 537 Special Study

The staff and Buchart Horn have received all future flow needs, as required by DEP, from partner municipalities. Once all the information is received, Mr. Shirk will finalize a draft of the ACT 537 for presentation to the board in October meeting. 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

Mr. Jackson reported over the past few months a good amount of tank work has been performed.   Both primary clarifier tanks have been taken out of service for inspection, maintenance and repairs. Gravity Sludge Thickener #3 has been inspected and ready to be placed back in service by late September.  In addition, centrifuge #3 had a full mechanical rebuild of the spare rotating assembly and is ready to be placed in service if needed.  Mr. Jackson noted in-house training of new hires is near completion.  A newly hired mechanic will begin work on September 18, 2023 thus bringing the plant and collection departments to full staff.   

 To Do List

• Provide Joint Board minutes to VFSA board members.

Adjournment

Mr. LaPorte made a motion to adjourn the meeting that was seconded by Mr. Demey and the Board unanimously approved the motion. The meeting adjourned at about 8:00 pm.

Respectfully submitted,

David Demey

VFSA Board Secretary