Skip Navigation
This table is used for column layout.
 
Minutes 03/16/2011
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ March 16, 2011
~~~~~~~~~~~ A regular meeting of the Board of Water Commissioners was called to order by Chairperson Lucien Langlois at 12:00 noon.~ Commissioners present were Terry Block and Paul Poulin.~ Commissioner Tardiff attended the meeting through “skype”. Absent from this meeting was ex-officio member Mayor Grenier. Also present for this meeting was Superintendent Viens, Lynne Lessard and Debbie Baillargeon.

~~~~    Under Public/Board Comments, Superintendent Viens informed the Board that we received positive comments about Cloud Invoice, our on-line bill pay service. ~~At this time the Agenda was amended to have Item a. HEB – 55 Willow Street Facility Upgrade Layout Review, under Old Business, to move to New Business.
~
~~~~     It was moved by Commissioner Poulin, Seconded by Commissioner Block, with all in favor to accept the Minutes of February 9th, 2011.

~~~~ ~Under the Berlin Water Works Monthly Status Report dated March 10, 2011, Superintendent Viens reviewed the following with the Board:
  • A plaque was received from the New England Water Works Association for Berlin Water Works’ membership recognition for 30 years of service.
  • ~Foreman Craig Carrigan and Albert Guay will be going to Maine for the possibility of purchasing another Mack dump truck in the amount of $12, 000.
  • BWW crews are currently doing work in the M&M Building.~ We did finish the roof support work, pulled out old electrical system, stripped & reinforced the back wall and are putting in a new electrical service and panel. We are looking into using a connex. We plan to buy two of them and put them in the back of the building to store items from the other garages.
  • Extra man power is being utilized at the plant. Recent focus was stripping the floors to put down epoxy coating. We are also cleaning and insulating the piping.
  • Superintendent Viens received a letter dated March 7th, 2011 from NHDES regarding Emerging Contaminant of Concern – 1,4- Dioxane.~ This is found to be a potential health risk when there is a 1:1,000,000 cancer risk associated with exposure to a contaminant in ground water.~ Water sampling is voluntary Superintendent Viens and the Board agreed that we can not afford costs associated to test at this time.
  • The Police Department is getting a new lp backup generator. We spoke to the police and City Manager and they are interested in giving the old 30 kw generator to us.~ We would use the generator for our pump stations like Derrah Street. Lee Caroll is looking into this for us which could be potential energy savings.
  • Superintendent Viens updated our outstanding work list. $9.04 million worth of work in Loan and Grants were approved.
  • Superintendent Viens handed the Board a chart of quarterly water metered and sold. It is continually drifting down. When the Federal Prison and Laidlaw come in, we can reverse that trend. Superintendent Viens also informed the Board that we are working on the FY 2012 Budget.
Superintendent Viens handed the Board and updated outstanding commitment to the retirees for monthly contributions which is approximately $12,000/yr.
  • A graph was handed out showing how much money we requested for annual reimbursements for Forced account work.
Another handout was given to the Board for reference with all our current employees showing date of hire, years of service, etc.
Superintendent Viens informed the Board that we are working on hydrant easements with the City on where we are going to put new water mains.
Staff met with Laconia Savings Bank associates regarding their on-line services for our payroll and accounts payable process and possible savings.~ We will also be in contact with Northway Bank to see if they also offer that type of service.

~~~~~~~~~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Berlin Water Works monthly Status Report dated March 10, 2011.

~~~~~~~~~ It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept and place on file, the Cashier’s Report for the month of February, 2011.~ Superintendent Viens informed the Board that we opened a CD at Laconia Savings Bank.

~~~~~~~~~ Under Old Business:~ Beginning with the amended agenda:
  • Funding Project Status
~~~~~~~~~ 1.~ USDA – Loan & Grant Application/Resolution- Godfrey Pipeline – Status:~~ A meeting was held via video conferencing “skype” with Andy Sharpe from Provan & Lorber and also with Lee Caroll & Superintendent Viens.~ Superintendent Viens discussed the progress for the High pressure line from River Street to the PRV.~ BWW submitted a draft of the design to Provan & Lorber.~ We are in the process of getting bids on horizontal boring.~ BWW has completed all water main design for the RUS Package.~ Superintendent Viens gave the Board an update for the Godfrey Dam project.~ All of the money from Rural Development has been expended.~ It was indicated that RUS does not have funding at this time but when it is available; people who have an application would be in line for future funds.~ Superintendent Viens has asked Andy Sharpe to prepare a letter to submit with Board approval.~ The City will also have to approve a Resolution.~ It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to present the resolution to the City for the Rural Development Loan and Grant for the sum of $1,000,000.00.
~~~~~~~~~  2.~ Review “Temp” Staffing for 2011 Status:~ Superintendent Viens informed the Board that 2 of the three last year temporary hires have obtained their CDL license.~ Several former temps have full time jobs.~ Superintendent Viens said to the Board that we will initially start at the reduced level will adjust later if we need to hire more temps.~ Albert Guay is interested in working for us as a temporary employee as a heavy equipment mechanic and would follow the union contract.~ The hourly rate for Level 1 is $17.67.~ The Superintendent negotiated with him for a “tool allowance” rate for an additional $15.00 per hour.~ Mr. Guay would bring in his own tools and BWW would be responsible for safe storage. There are no additional benefits and it is seasonal work for a total hourly rate of $32.67.~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to allow the Superintendent to hire Mr. Guay.

c.  EPA Grant/Brown Farm Well Status – P & L –Change of Scope ($13,440)–Superintendent Viens reviewed some of the background information on the project, he stated that he had a meeting through “skype” with Andy Sharpe for Provan & Lorber, Lee Carroll, electrician and Dave MacLean of GeoInsight, to identify options on the Brown Farm Well project.  The product of this meeting will be that Provan & Lorber will write a report summarizing all of the options discussed and then recommend a path forward in draft form for the Board of Water Commissioners for review and comment.  Superintendent Viens told the Board that he knew we would need someone with electrical background and that is why Lee Carroll was called and someone familiar with well head protection and well permitting and that is why Dave MacLean from GeoInsight was contacted, Provan & Lorber will include the consultants in their engineering agreement and that is why there is an additional amount to be approved for Provan & Lorber’s engineering contract.  It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to approve the amount of $13,440.00 to be added to the contract with Provan & Lorber for engineering of the Brown Farm Well Project.
d.   AFSCME’s negotiate – Letter Dated July 13, 2010 – On Going Process: The negotiations with the City contracts are in progress.  They recently had a meeting with Primex Insurance to explain different options for deductibles.  The Insurance rates are supposed to go up 13%, reducing the deductible amounts would decrease the increase.  Employers have access to federally acceptable employee accounts to be used for insurance deductibles that may also be carried over to the next year if they are not fully expended.  
e.  Invoice Cloud and Northern Data System Proposal – Status:  Staff is pleased with the program, and 34 customers have chosen to go paperless, 3.64% of customers have accessed the program and several have paid their bills on line.
f.  Laidlaw Water Contract Proposal – Review Data-Status:  Superintendent Viens sent a letter to Laidlaw following a request from the Mayor stating that Berlin Water Works would supply them the needed water for their project.  Laidlaw responded to this first letter with questions and a need for an explanation of the water supply.  After the meeting with Laidlaw a second letter was written to Laidlaw stating that Berlin Water Works would supply the water needed for their project.  This letter was needed for their financing package.
h.   Other Old Business:  - Nothing to report.
        Under New Business:
  • Letter to NHDES for State Filtration Grant (FY 2112 $199,532.21)-Expires in three years):  Superintendent Viens informed the Board that the State Filtration Grant funds are almost expended and we will not be receiving the funds through the life of the bonds as earlier expected.  Next year we will have the full amount (FY 2113 $190,498.30) but the following year it will be only $135,670.62 for FY 2114 as well as the last payment from the State Filtration Grant. The State Filtration Grant is the State’s portion of the Lancaster Tank and other improvement projects.
  • Review Draft Audit Financial Statements for FY 2010:  following review of the draft financial statements, it was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept and place on file the draft Audit Financial Statements for FY 2010.
Annual Review/Update/Approval “Red Flag Policy” theft prevention:  Board reviewed the policy and the Chairperson and Clerk both signed the policy.
  • 2011 Construction Charge out Rates – Review and Approve:  Superintendent Viens explained the changes to the Charge Out Rates for 2011, several of the items were grouped together in packages for charge out, which eliminates entering several separate entries daily on work projects also the group rates are less costly to the projects. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to approve the 2011 Construction Charge Out rates as presented.
Water Billing Issue – Minimum Charge for off accounts:  Superintendent Viens gave the Board a brief explanation of the issue of paying a minimum assessment charge at a property even though they have the water shut off at the curb stop.  The minimum assessment charge when water is turned off has been in effect since 1981 when assessment charges were implemented.  The Board will think about the options presented by the Superintendent and will discuss further at the April Board Meeting.
  • Lorranger/Brooks Wind Power Proposal:  City has not committed to purchasing the power from Lorranger/Brooks.  The Berlin Water Works was approached separately by Lorranger/Brooks, at this time the Board does not want to commit to buying power from Lorranger/Brooks as we have projects planned for Wind and Hydro power at the Ammonoosuc Treatment Plant facility.
Compliance Testing Costs Option:  Eastern Analytical contacted Berlin Water Works with a proposal to do our compliance testing, they are going to have a courier pick up samples for free, and they will do the compliance tests and send the information to the State Lab for us.  Superintendent Viens presented a spread sheet developed by Staff explaining the difference in charges now with proposed charges for comparison.  Berlin Water Works will have Eastern Analytical do our testing starting in the month of April.
  • Primex multi-year contract renewal – Liability and Workman’s  Compensation:  Primex presented a three year contract to Berlin Water Works that would CAP Workman’s Compensation Insurance to an increase  of no more than 8% and for Property and Liability to an increase of no more than 7% for the next three years, if we sign the contract, Superintendent Viens signed the contract.
  • At this time the Chairperson opened discussion on HEB – 55 Willow Street Facility Upgrade Layout Review-that was moved from old business to new business earlier in the meeting.  At the Board’s last meeting they suggested that staff meet with H E Bergeron to discuss upgrades to the office building and garage at the 55 Willow Street address.  The engineers had several renditions to discuss over the three meetings with staff; the office building upgrades include an addition to the back of the building to house the office staff, a new vestibule for customer payments, new parking to eliminate backing into traffic to exit the building and upgrades to present building footprint.  The Garage changes would relocate the gated entrance on the street, as well as better traffic patterns for delivery trucks entering and leaving the area.  Superintendent Viens reviewed the funding sources that could be used for the upgrades; he also explained that some of the site work could be completed by staff.  The Superintendent suggested with approval of the Board to schedule a meeting with City Department Heads to discuss and review long term plans for upgrading the office and garage buildings located at 55 Willow Street.   The staff has researched the price of garages recently built in Berlin, and found them to be reasonably comparable in size to the garage plans for the Berlin Water Works.  Commissioner Tardiff stated that it is necessary to allow for project cost overruns so that project cost does not exceed the funding authorized if an overrun occurs.  It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to begin the contract bid package not to exceed $300,000 for the garage upgrade.  The Board then discussed the office building upgrade plans, a new roof would have to be constructed for approximately $100,000 with steel trusses. The roof improvement will have to be planned regardless of upgrade plans due to back ups on the flat roof.  The staff contacted one of the local contractors they charge $125.00 per square foot for additions and $50.00 square foot for remolding.  The project could be completed in the following phases; 1) new roof 2) new addition 3) remodel existing building and 4) site work.  The Chairperson and Board recommended review funding to insure that funds are available for completion of the phases so as to avoid overruns.   
  • Reappoint Commissioner Ward I: the Board recommended that Chairperson Langlois write to the Mayor with his interest for reappointment.
  • Employee Reviews:  this item was moved to closed session.
  • Other and Communications:     Superintendent Viens informed the Board that Staff was reviewing quotes for materials this construction season, they will proceed to order materials needed for the season to avoid prices going up this summer.  Berlin Water Works purchased siding from the Laidlaw property to be used on the garage upgrade.  
        The Board agreed to hold their next regularly scheduled meeting at 12:00 noon, on Wednesday, April 20, 2011 at our 55 Willow Street Conference Room.
        There was no Public – Board Comments.
It was moved by Commissioner Block, seconded by Commissioner Poulin with all in favor, to enter into the non-public session under RSA 91-A:3II(a) Personnel-Wages and Grievance and RSA 91-A:21(b-c) – Collective bargaining and consultation with legal counsel.~ By roll call vote, with all members voting in favor, the Board entered into the non-public session a 1:26 pm.~ At about 1:50 pm, by unanimous roll call vote, it was moved by Commissioner Block, seconded by Commissioner Poulin with all in favor that the Board returns to their regular public meeting.

There being no further business to come before this meeting at this time, it was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to adjourn this meeting.
        The meeting did so adjourn at 1:51pm.
        A True Record:                          Attest:_____________________                                                                    Paul Poulin, Clerk of the Board