April 23, 2014
A regular meeting of the Board of Water Commissioners was called to order by Chair Lucien Langlois at 12:00 noon. Commissioners present were David Bertrand, Paul Poulin and Michael Caron. Also in attendance was ex-officio member Mayor Paul Grenier, Superintendent Viens, Foreman Steve Lefebvre and Lynne C. Lessard.
There were no Public or Board comments.
It was moved by Commissioner Caron, seconded by Commissioner Bertrand, with all in favor to accept and place on file the Minutes of March 26, 2014.
Under the Berlin Water Works Monthly Status Report dated April 18, 2014, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens, along with Andy Sharpe of Provan & Lorber, made a presentation at the annual NEWWA Conference in Worchester, MA on April 02, 2014. The topic of the presentation was regarding the accomplishments of Berlin Water Works over the previous years. Superintendent Viens and Andy Sharpe attended the April 17, 2014 NHWWA meeting in Wolfeboro, NH. They presented Superintendent Viens with a 2013 Meritorious Achievement Award Plaque for his dedicated and outstanding service to NH’s drinking water community. Superintendent Viens told the Board that this award was a Berlin Water Works effort.
2. The Federal Bureau of Prison’s monthly water bill was 10% higher than the previous month and at 33% of forecasted amount. Also, the number of customer water bills and water use per customer has continued to drop.
3. The Winter Running Water Program is still in effect. He informed the Board that the water main on Jericho Road froze on April 7th, 2014.
4. Superintendent Viens has sent a letter to Anne Getchell, RUD to request an immediate loan closure on the Godfrey Transmission Line Project in the amount of approximately $450k. He also said that the pipeline was identified as part of the original scope for NHSRL #08; therefore a portion of the balance can be used to complete the culvert replacement and road work at Godfrey.
It was moved by Commissioner Poulin, seconded by Commissioner Caron, with all in favor, to accept and place on file, the Berlin Water Works Monthly Status Report dated April 18, 2014.
It was moved by Commissioner Bertrand, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for the month of March, 2014.
Under Old Business:
a. Project Status:
1. NHDOT Projects – Agreement on Rates Status: Superintendent Viens informed the Board that we re-worked all of our Hourly Charge-Out Rates, which we do every year and discussed with the Board. Superintendent Viens also discussed the construction on Hinchey & Third Avenue crossing under the tracks by the Arena and how BWW will slip line the 12-inch pipe so that we will have a brand new water line at that section. He also discussed an unidentified Conflict on Roderick Street. Superintendent Viens stated that NHDOT’s contractor “Coleman” has been very good to work with. We also received the approximately $20k from NHDOT for our pay request’s dated last year.
2. Hydro- Bid Selection – Status: Andy Sharpe has reviewed all of the input and has gone back to the suppliers with other questions and hopefully, next week, we can make a decision.
3. Raw Water Transmission Main – Status: As discussed during the Monthly Report, to re-cap, we are in motion to close out the Loan with Rural Development and that the Superintendent has been in contact with Dan Dudley, NHDES to identify money in our SRL #08 to complete some of the work from last year.
b. AFSCME Local #1444 Contract – Status: Superintendent spoke briefly about the joint petition to PERLB. Mayor Grenier said that the Council approved it and has been sent to the City’s legal Attorney Mark Roth.
c. Retirement Planning – Status: Nothing to report.
d. Sealed Bid Sale for City Properties – Water amount due on the Properties – Status: The Superintendent has not yet heard back from City Manager Jim Wheeler. Mayor Grenier said that he has met with Jim to discuss this topic. He also informed the Board that it is the City who absorbs all the legal costs, asbestos abatement cost, tearing down and cleaning up the property and their efforts to collect back taxes and sewer costs. The City does not collect much revenue if the property is purchased by an adjacent neighbor.
e. Burgess Biopower – Revised Rates - Status: We had received an e-mail notification from Charles Grecco on April 8th, 2014 stating that Berlin Water Works Attorney Michalik has not yet been in contact with their Attorney Margaret M. O’Keefe. Superintendent informed the Board that the Attorneys have been in touch regarding this matter.
f. Revised and approve Construction Charge Out Rates effective April 01, 2014 – Status: As was discussed during the monthly report, it was moved by Commissioner Caron, seconded by Dave Bertrand, with all in favor, to accept and place on file the 2014/2015 BWW Hourly Charges & Special Service Rates.
g. Other Old Business: - The Superintendent had nothing further to report
New Business:
a. Review and Approve Single Audit: As required by Federal Government for any and all of our Loans, if more than $500k is exchanged during a fiscal year, then a Single Audit must be performed. It was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Single Audit for period June 30. 2013. This report has been submitted to the Federal Clearing House.
b. Review and approve Engagement Letter from Melanson-Heath, PC: The Board received the Proposal from Melanson-Heath PC for Fiscal Years 2015, 2016 & 2017. It was moved by Commissioner Bertrand, seconded by Commissioner Poulin with all in favor, except for Mayor Grenier to accept their three year proposal. Mayor Grenier said that he could not support this and discussed with the Board that the Council had passed a Resolution that Berlin Water Works is to use the City’s Auditor. The City will go out for bids next year for FY16. Superintendent Viens informed the Board members that Berlin Water Works was not included in the City’s Request for Proposals for FY2009, 2010 & 2011 and that we had been using the City’s Auditor up until FY2009 as Robert Vachon had declined to submit a
proposal to continue as our independent auditors citing several factors. Superintendent Viens said in part that it was due to our increase in force account work. Commissioner Bertrand amended his vote to change the request to a one year proposal from Melanson-Heath. This was seconded by Commissioner Caron, with all in favor.
c. Review and approve the Water Quality Report: It was moved by Commissioner Caron, seconded by Commissioner Bertrand, with all in favor to accept and place on file, the Berlin Water Works Water Quality Report dated 2014 for Calendar Year 2013. Superintendent Viens said that the report will be an insert with the May Quarterly Water Bills.
d. Reappoint Chairperson and Clerk: Lucien Langlois was asked if he would like to continue representing BWW as Chair Person and he said yes. It was moved by Commissioner Bertrand, seconded by Commissioner Poulin, with all in favor for Lucien to remain as Chairperson. Paul Poulin was asked if he would like to continue his position as Clerk and he agreed. It was moved by Commissioner Bertrand, seconded by Commissioner Caron, with all in favor, to have Commissioner Poulin remain as Clerk of the Board. At this time Chair Langlois said that this will be his last year serving on the Board.
e. FY 2015 Draft Budget Review: Superintendent Viens informed the Board that the Public Hearing is May 28th, 2014 at 6:00pm at City Hall. The Board will hold a work session on May 7th, 2014 at noon.
f. There was no Other New Business or Communications at this time.
The Board agreed to hold their next regularly scheduled meeting on May 21st, 2014 at noon at their 55 Willow Street Office.
There was no Public or Board Comments.
The Board did not enter into a Non-Public Session.
There being no further business to come before this meeting at time, it was moved by Commissioner Poulin, seconded by Commissioner Caron, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:00pm.
A True Record: ______________________________
Paul Poulin, Clerk of the Board
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