Valley Forge Sewer Authority

Meeting Minutes

September 10, 2018

The Valley Forge Sewer Authority monthly meeting was held on Monday, September 10, 2018, at 7:00 pm.  The following people attended the meeting:  Board members: Norman Vutz, Charles Melle, David Greer, David Demey and Samuel Cupp. VFSA Special Counsel: Mr. Goldfield.  Staff: Leonard Pinchok, Martin Goldberg; Consultant: Ed DiMond; Additional VFSA staff members: Lloyd Knauer and Rick Taylor.

 

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

 

Executive Session

The Board immediately entered into executive session and discussed legal matters with Mr. Goldfield, who is legal counsel representing the VFSA, on the Valley Creek Trunk Sewer.

 

Mr. Vutz reconvened the regular monthly meeting at 8:01pm.

 

Public Comment

No public comments were made.

 

Meeting Minutes

The August 2018 meeting minutes were presented.  Mr. Demey made a motion to approve the minutes as presented.  Mr. Melle seconded 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 August and that there were no odor complaints. He did inform the Board that there was a recent problem with exceeding the fecal coliform standard for one occasion in October and that DEP had been notified.  He also noted that this is the first time having this issue since 2016 and that the staff was unable to identify a cause of this happened.

 

Financial Report

Mr. Pinchok reviewed the statement of operations and budget to actual summary with the Board.  He reported that both Fund 10 and Fund 20 have surpluses at this time.  Mr. Pinchok also answered several Board questions with regards to the right of way expenses.

Mr. Cupp made a motion to approve the financial reports as presented.  Mr. Greer seconded and the Board unanimously approved.

 

The following expenses were then presented for payment:  the Imprest fund in the amount of $1,047, the credit card expenses in the amount of $3,116 and the A/P Invoices in the amount of $288,073.  Mr. Demey made a motion to approve these expenses.  Mr. Melle seconded and the Board unanimously approved. 

Mr. Pinchok then presented the regular requisitions in the amount of $18,478 for payment.  Mr. Cupp made a motion to pay these expenses.  Mr. Vutz seconded and the Board unanimously approved payment.

 

New Business

Resolution No. 2 of 2018 – Pretreatment Local Limits

Mr. Pinchok presented the Resolution No. 2 of 2018 to the Board for their approval and adoption of the resolution.  Mr. Taylor explained the tasks that the VFSA conducts to calculate the allocations permitted by EPA and the local limits that are necessary.  Mr. Pinchok reviewed the three changes to the local limits determined by the EPA.  Following a review of the changes, Mr. Demey made a motion to adopt the resolution to amend the current regulations, as well as, the procedure tables included in the VFSA rules and regulations.  Mr. Cupp seconded the motion and the Board unanimously approved.

 

Old Business

Articles of Incorporation Renewal

Mr. Pinchok provided an update to the Board regarding the Articles of Incorporation renewal.  He reported that he had received recent approvals from both Charlestown and Schuylkill townships and that East Pikeland township was currently reviewing.  He also informed the Board that renewal must be made by February 2019.

 

Fine Screen Project

Mr. Goldberg reported that the Fine Screen project was placed out to bid in August 2018 and that have received a good low bidder for each of the three contracts composing the project.  He noted that the Authority has first-hand experience with all of the three low bidders. However, bid prices were higher than anticipated as they were higher than both the original budgeted amount and the more recent engineer’s estimate.  He reported that approval of the Partners for the additional funding would be required to approve the contract, and recommended presenting this information to the Joint Board for their approval.  Mr. Cupp made a motion to move forward as requested.  Mr. Demey seconded and the Board unanimously approved.

 

East Pikeland Projects

Mr. Pinchok reported that a meeting was held with East Pikeland Township on August 17, 2018 to review the township capacity within the VFSA sewer system.  He noted the staff provided reports to the Township on EDU usage and remaining available under the current Act 537 Plan.   The staff suggested East Pikeland review the townships Act 537 Plan if planning for future projects.  He reported that it was an overall productive meeting and that everything was identified clearly

 

 Plant Expansion & Upgrade Project

Mr. Goldberg reported that the coating of the thickener tanks by Derstine began on September 7, 2018.

 

Final Settlement Agreement Sign Off - Pact Two, LLC. 

Buchart-Horn provided a summary of differences between what was submitted by Pact Two, LLC and what was found in the field on the “As Built” drawings. Buchart-Horn was tasked with establishing the price to provide correct record drawings in digitized format. In addition, Mr. Pinchok reported that the Authority’s attorneys have been notified of the deficiencies in the record drawings and that the Authority is currently awaiting their response.

 

Biosolids Contract Extension

Mr. Goldberg reported that the staff obtained additional samples and analysis of the bio-solids and verified that the Authority is currently producing Class A biosolids. Following a brief discussion, Mr. Vutz made a motion to accept the recommendation of maintaining the current agreement regarding Class A biosolids transportation and utilization, provided that have all appropriate documentation is submitted and it meets with the solicitor’s approval.  Mr. Cupp seconded the motion and the Board unanimously approved.

 

Other

Mr. Pinchok reported that the VFSA used to have a membership to the Mid-Atlantic Bio-Solids Association around 2006.  He reported that current membership cost is $1,000 and this has been included in the budget for 2019.

 

Mr. Pinchok notified the Board of two upcoming training seminars regarding harassment in the workplace and HIPAA requirements. He noted the need to get this scheduled prior to next month’s regular monthly meeting and will be approximately 2-2 ½ hours in length.

 

Mr. Melle requested that the Organizational Charts from 2015 be removed from the board meeting booklets.  In addition, VFSA Organizational Charts shall be updated annually and placed in the “Items to Save” section.

 

Staff Assignments

  1. Follow up allocation draft letter to Partners.
  2. Move forward with Biosolids agreement.
  3. Provide fine screen information to Partners for project approval.

 

Mr. Vutz adjourned the regular monthly meeting at 9:02 pm and the Board immediately entered into Executive Session.