June 25, 2014
A regular meeting was called to order by Chair Lucien Langlois at 12:00 noon. Commissioner’s present was Paul Poulin, Michael Caron and Paul Ingersoll. Absent from this meeting was ex-officio member Mayor Grenier. Also present for this meeting was Superintendent Roland Viens, Craig Carrigan, Steve Lefebvre & Lynne C Lessard. Former Commissioner David Bertrand was asked to be at the beginning of this meeting.
At this time, Superintendent Viens discussed the unique perspective and experience that Mr. Bertrand brought to the Berlin Water Works. Mr. Bertrand served 3 separate terms for a total of 9 years in the last 22 years. During that time he participated in the initial planning to establish major bonding to start the BWW system upgrades in the mid 1990’s in order meet NHDES and Federal Drinking Water compliance standards. In 2000 he then participated in beginning the complete transition of the BWW operations and the establishment of “force account” work. Finally in his last term, he has been involved the Office and Garage upgrades and overall debt reduction efforts. Mr. Bertrand was presented with a plaque that Superintendent Viens read: “GRATITUDE STATEMENT Presented to DAVID BERTRAND For his 9 years
of dedicated service on the Board of Water Commission spanning from 1992 thru 2014, covering pre-modernization planning, organizational development and the majority of the Capital Improvement of the Berlin Water system, presented on June 25, 2014.” Those in attendance applauded and congratulated Mr. Bertrand.
There were no Public or Board Comments.
It was moved by Commissioner Poulin, seconded by Commissioner Poulin, with all in favor, to accept and place on file the Minutes of May 21, 2014.
Under the Berlin Water Works Monthly Status Report dated June 11, 2014, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that he was in an article that was published by the NH Water Works Association Newsletter for receiving the NHWWA 2013 Meritorious Achievement Award at the April 17th, 2014 Technical Meeting at the Wolfeboro Inn. A picture accompanied the article with Andrew Sharpe presenting Roland Viens with the award.
2. The application was submitted for another NHDES Loan for $2MM. Superintendent Viens informed that Board that during preliminary discussions with Dan Dudley, not many applications have been received. Maybe by next month, Superintendent Viens will find out how BWW has placed on the priority list.
3. The Notre Dame School Housing Project will be tied in to the main line in the near future.
4. Superintendent Viens reported out the High Pressure Line Project. Approximately 5,081 feet have been installed bringing cost of this project to about $124.00/ft. This project included the Rail Road Crossing, sleeve, easement & Lessard Road tie in. There is about 2,300 feet to finish.
5. Superintendent Viens reviewed briefly the history and usage of our heating utilities. We have since switched to Irving Oil and are collecting data. We tried to stay with Munce’s as long as possible however; Munce’s is no longer in business.
6. We are continuing to install and upgrade meters and backflows through out the City.
7. Superintendent Viens made reference to the newspaper article dated June 12, 2014 regarding the current prison staffing. We may have been using a higher usage and revenue for future budget than will actually be experienced. They are at 80 percent of their staff, clients are at 70 percent and the last bill was at 40 percent usage of what they said they were going to use. There may not be as much future revenue as we were lead to believe by FBOP forecasts.
It was moved by Commissioner Poulin, seconded by Commissioner Ingersoll, with all in favor, to accept and place on file, the Berlin Water Works monthly Status Report dated June 11, 2014.
During the review of the Cashier’s Report, Superintendent informed the Board that the NH Municipal Bond Bank moved our bond payments up by one month, due in July instead of August. We are in the process on closing on the Godfrey Loan and possibly may close sometime in July. Superintendent had spoken to City Manager Wheeler regarding this situation. The City will cover this payment so that we do not have to use our line of credit. It was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor, to accept and place on file the Cashier’s Report for the month of May. 2014.
Under Old Business:
a. Project Status:
1. NHDOT Projects – Status: We have started interest billing. From Green Street to Third Avenue (2014 – Phase I), should be done this year and in operation by late September. We have completed Section A, a majority of work in Section B, we could be done with Section C as we have a conflict. We are done with Section D and almost finished Section E.
2. Hydro-Bid Selection – Status: We had two bids. After review, we awarded a purchase order to SOAR Technologies, Inc, located in Redmond Washington for the turbine with delivery in late fall. The total bid items amounts to $176,956. We are also in the process for going out for bids on the building, the E&I, and the piping.
3. RUD Pipeline – Working to Close Loan Status: This was previously discussed. Closing proposed to take place in July.
Superintendent City Manager Wheeler and PWD Mike Perrault have been discussing Riverside final paving in regards to water main projects. Our portion will be about $41k. The Board approved $41k of BWW labor and equipment services would be available on a future City Riverside Drive Improvement Project in lieu of cash funding.
b. AFSCME Local 1444 Contract Status: There was nothing to report by the Superintendent. However, Commissioner Caron and Mayor Grenier had previously discussed the possibility of having an agreement that the BWW would agree to have all financial - loans, grants and bonds and re-financing issues brought to the City Council, in exchange for an agreement on other issue(s) like Local 1444 Contract bargaining unit separation, and audit requirements. Commissioner Caron would like the Board to agree in principal that our larger financial issues be presented to the City. It was moved by Commissioner Caron, seconded by Commissioner Ingersoll, with all in favor to have Mayor Grenier draft a letter with specifics regarding what the City is proposing to the BWW.
c. Retirement Planning Status: Nothing to report. Progressing according to plan.
d. Sealed bid sale for City Properties – Water amount due on the properties – Status: The Superintendent will contact the City Manager to re-visit this topic.
e. Burgess Biopower – Revised Rates Status: The Board reviewed Attorney Michalik’s draft letter dated June 16, 2014 to their Attorney Margaret O’Keefe. In this letter, it states “That the Board has no choice but to respectfully decline your client’s request for an adjustment which is not justified by the clear intent of the contracting parties”. The Board agreed to have the Attorney officially submit this letter.
f. Approve FY 2015 Budget as presented at the Public Hearing held on May 28, 2014 – Status: As there were no changes since the Public Hearing, it was moved by Commissioner Poulin, seconded by Commissioner Ingersoll, to approve the FY15 Budget in the amount of $3,580,639, a decrease of approximately $527k from FY14.
g. Brown Farm Well Land Acquisition – Status: All of the properties are up for sale. The section that BWW is interested in is listed for $399k. Commissioner Caron, representing BIDPA will be touring the area soon.
h. BWW Surplus Equipment Disposal – Status: There is nothing to report on the trucks but we do have interest in the backhoe, however; we have been utilizing the backhoe during this construction season and may keep until next year.
i. Glen Avenue Slip Line Project – NHDES Correspondence Status: Regarding the fine that NHDES wanted to impose on BWW for work performed last fall, during a previous meeting Mayor Grenier stated that he would contact Senator Woodburn regarding this situation and received good results. Since then, Superintendent Viens and Craig Carrigan were in contact with Vicky Quiram, Assistant Commissioner for DES, and after review, they will not be moving forward with this action and no violation will be issued.
j. Howard Street – PWD.BWW – PUC – Status: PWD request the assistance of a BWW back-hoe and operator to support their sewer repair crew. During this sewer repair work on Howard Street and an electrical service line was damaged. Superintendent Viens contacted PUC and explained the nature of the responsibility of repairs to the sewer and the BWW role in these repairs. Superintendent Viens said that the city sewer crew repairs were covered by the emergency dig procedure. Superintendent Viens called City Manager Jim Wheeler and PUC will send a draft violation letter to the City. Training session is scheduled for July 9th.
There was no other old business at this time.
Under New Business:
1. It was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor to approve the Application for Water Service for Arnold & Debra Davis on Hinchey Street (Lot #495).
2. It was moved by Commissioner Caron, seconded by Commissioner Ingersoll, with all in favor, to approve the August Payment for Principal and Interest on the 1994 & 1995 Water Bonds in the amount of $476,750.00.
3. After discussion regarding funding and what this position would do for the Berlin Water Works, it was moved by Commissioner Caron, seconded by Commissioner Poulin, with all in favor, to have the Superintendent post a position opening for Mechanic Utility Person-In Training – Grade III – One (1) Job Title as heavy Equipment Mechanic/Welder & Utility Person In-Training for the Berlin Water Works. The date of posting is June 26, 2014 with expiration of July 11, 2014.
4. Commissioner Ingersoll said that he was recently approached by a citizen questioning why BWW brings their vehicles to Gorham for oil changes instead of using a local business. When we did not have a have a temporary mechanic in the winter months we would need to have the vehicles serviced, but if this bid is filled, this would be done in house at all times. (Note, the business Commissioner Ingersoll was referring to was last visited by BWW in 2013.) If this position does not get filled, then BWW will solicit Berlin businesses for oil changes.
There was no other New Business at this time.
The Board agreed to hold their next regularly scheduled meeting on July 16th, 2014 at 12:00 noon at their 55 Willow Street location.
There were no Public – Board Comments.
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 Poulin, seconded by Commissioner Ingersoll, with all in favor to adjourn this meeting.
The meeting did so adjourn at 1:15pm.
A True Record: _____________________
Paul Poulin, Clerk of the Board
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