February 15, 2012
A regular meeting of the Board of Water Commissioners was called to order by Chairperson Lucien Langlois at 12:00 noon. Commissioners present were Paul Poulin, Michael Caron and ex-officio member Mayor Paul Grenier. Absent from this meeting was Commissioner Terry Block. Also present for this meeting was Superintendent Viens and Lynne C. Lessard.
There was no Public - Board Comments.
It was moved by Commissioner Caron, seconded by Mayor Grenier, with all in favor, to accept and place on file, the Minutes of January 18, 2012.
Under the Berlin Water Works Monthly status Report dated February 9, 2012, Superintendent Viens reviewed the following with the Board:
1. A complaint was received and addressed by the Superintendent from Mrs. Irene Vaillancourt, 1870 Riverside Drive regarding BWW storage of construction materials on Barry Kelley's property. We went to the site to see what we could do to minimize the impact.
2. Superintendent reported to the Board regarding the proposed violation from PUC from not following proper dig safe and excavating FairPoint lines on Main Street and Peavey Lane (formerly Third Street) from August/September, 2011 construction. The PUC told the Water Works that the $500 fine would be waved if we took a training course. We agreed to take the training but continued to contend that BWW did not violate the “DIG SAFE” regulations. Superintendent Viens & Foreman Craig Carrigan did attend the training session. While at the training, a meeting was held to review the incident and the PUC concluded that no violation occurred. The PUC will send a letter retracting the violation.
3. A letter dated January 17, 2012 was received from the US Department of the Interior regarding the U.S. Geological Survey about the survey they did on the dispersion on NH Rivers.
4. A request from Walter Nadeau, Berlin and Coos County Historical Society said that they are planning an event for September 2012 that includes horses and wants to know if they can use our land by the Androscoggin Plant/Well. We need to collect further information and the Superintendent will report back to the Board.
5. Superintendent Viens briefly reviewed the City's Resolution #2012-05 contemplating $15,189,000 for sewer projects.
6. Just to inform the Board, a Dig Safe notification came thru that the City will be digging up on Riverside Drive for a sewer project.
7. The new uniforms from CINTA's have arrived.
8. Russ Ramsey inquired about extending the Grandview water main, but it doesn’t sound like he will be pursuing it.
9. An email was received from Northway Bank dated February 7, 2012 stating that they decided to revoke our $300k line of credit as we have not used that in the last several years. It also states that if we happen to need the credit line, it could be done within a short time frame such as a week.
10. Department of Transportation will be sending out to bid their Phase 2/Route 110 Project in 2013.
11. Superintendent Viens received a report from USGS's study of the aquifer and this information was shared with Andrew Sharpe of Provan & Lorber.
12. The Annual Spring Conference for NHWWA will be held this year on April 4th-5th, 2012 at the DCU Center in Worcester, MA.
It was moved by Commissioner Poulin, seconded by Mayor Grenier, with all in favor, to accept and place on file, the Berlin Water Works Monthly Status Report dated February 9, 2012.
At this time, it was moved by Commissioner Caron, seconded by Commissioner, with all in favor, to authorize the Superintendent to attend the NHWWA Spring Conference to be held in April.
It was moved by Commissioner Caron, seconded by Mayor Grenier, with all in favor, to accept and place on file the Cashier's Report for the month of January, 2012.
Superintendent Viens informed the board that we will be starting to work on the FY13 Budget.
Under Old Business:
a. HEB - 55 Willow Street Facility Upgrade Layout - Project Status: Superintendent Viens informed the Board that we are optimizing all of the old cabinets and furniture for the new office. Berlin Foundry has been doing the painting. We are in the process of moving work stations and will be open on Tuesday, February 21st for business at the new counter. Superintendent Viens spoke to Commissioner Langlois and recommended that we close out the garage project and put it on hold and possibly close the contract to decide what the path forward should be. The project is several months behind schedule and will negatively impact BWW summer “Force Account” construction. There has been no progress in the last two months and the pre-fabricated metal building is still not ordered. We have a need for the
maintenance building to be available by March to support our “force account” for April. It would be disruptive and will not be feasible if Couture Construction is working there and we are trying to complete equipment maintenance at the same time. We need another offsite location for us to do adequate work. HEB says that there will be additional cost for travel and other incidentals that is not in the current purchase order. Mr. Couture spoke with Roland and made revised counterproposal. He said that he has ironed out the differences with the pre-fabricated builders, and if ordered today, guaranteed delivery would be by March 24th. He is also willing to rent a place for mechanic work and is willing to pay additional cost to HEB. He is sincere and does not want to lose this contract. He also suggested that he may be able to rent a building at Isaacson Structural Steel scrap yard on Hutchins Street which is very close to our construction site. It was moved by Mayor
Grenier, seconded by Commissioner Poulin, to accept Mr. Couture’s proposal stipulating that he is directly responsible and pays for the facility, tears down the old building and that he stays on top of the project and that BWW will pay for the tipping fees.
b. Project Status - Planning, Davis Bacon, Buy American, Godfrey/FEMA Work Status: We finally got closure with Couture Construction and Provan & Lorber. However; there were additional charges due to delays. We agreed to pay $5,300 to P&L for the 5th Amendment to their contract. The Project is closed leaving $10k. We just ordered the materials to put the extension on the valve that is underwater. The remainder is to be applied to the new P&L contract for the Transmission Line which the Board approved during last month’s meeting. Superintendent Viens will also provide the Board with a spreadsheet to record the pay process for the Office & Garage Rebuild with Couture. FEMA: We rolled up the cost for a total of $208k. We have been reimbursed $53k to date. The Hydraulic Model is moving
forward and another project status meeting was held last week. We have satisfied the Davis Bacon requirements and will be working on the Buy American products. Superintendent Viens will have an updated long term plan and Mission Statement as requested last month by Commissioner Block. We will be applying for another revolving loan. Superintendent Viens is waiting for the State to see if we would be able to merge the construction projects.
c. AFSCME's Negotiations - Rejected by City Council - Review: Superintendent Viens met with Attorney Michalik. The middle ground to reduce our cost impact and move forward is to request that Primex and the City change to the new insurance policy. Superintendent Viens will do some research at City Hall to find what groups have which insurance. Superintendent Viens recommend that we draft a letter to Primex and submit a copy to the City Manager and at least try to reduce our cost with the salaried group of employees. Superintendent Viens will contact City Manager McQueen to inform him of our intentions. It was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor, to have the Superintendent draft the letter.
d. Keith Couture - 18 Twelfth Street - Water Break/Water Damage Issue - Status: Mr. Couture has not yet contacted us with estimates. The Board will review this issue again next month.
e. Upgrade Two-Way Radio System - Narrow Band Status: Superintendent Viens is waiting for clarification on one issue with the low bidder. We will be using Radio North for the base system. Orders should be placed by next month.
f. Hydraulic Model Upgrade - Proposed Proven & Lorber Contract Status: This topic was covered under the Superintendents Report.
g. Godfrey Pipeline Upgrade Engineer - Proposed Provan & Lorber Contract - status: This topic was covered under the Superintendents Report.
h. Other Old Business: We posted the bid internally for the salaried position and only one applicant applied and the Superintendent will schedule an interview next week.
There was no other Old Business at this time.
Under New Business:
a. Approve Revised Red Flag Alert: It was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor to approved the Revised BWW Identity Theft Prevention Program dated February 15, 2012 and was signed by all members.
b. Employee Review: Superintendent briefly informed the Board that the Annual Review’s are for himself and Debra Page. No decision has been made due to the health insurance premium issue. Hopefully by next month the Superintendent will have a more information to provide to the Board.
c. Review Construction Charge Out Rates for 2012: It was moved by Mayor Grenier, seconded by Commissioner Poulin, with all in favor, to accept the updated Construction Charge Out rates effective April 1, 2012.
d. Other and Communications: Superintendent Viens informed the Board that he has nearly completed the revisions for the Commissioners for the Mission Statement, Goals and Objectives. They have not changed much. Superintendent Viens will have this on the Agenda for next month.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon, on Wednesday, March 21, 2012 at their 55 Willow Street Conference room.
There were no Public comments at this time. Mayor Grenier asked which Commissioner’s term is to expire in May. Commissioner Poulin agreed to serve another term and the Mayor will bring this to Council in April to continue Commissioner Poulin’s service. Also, Chairperson Langlois thanked Superintendent Viens on moving forward with the contract with Couture on the Garage Project. The Board did not enter into a non-public session.
There being no further business to come before this meeting at this time, it was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor to adjourn this meeting.
The meeting did so adjourn at 1:15pm.
A True Record: ATTEST_____________________
Paul Poulin, Clerk of the Board
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