April 23, 2008
A regular meeting of the Board of Water Commissioners was called to order at 6:30 PM by Chairperson Richard Fournier. Commissioners present were Paul Poulin, Lucien Langlois and ex-officio member Mayor Bertrand. Absent from this meeting was Commissioner Robert Delisle Also present for this meeting were Jim Wagner, Jay Poulin, Superintendent Roland L. Viens and Debbie Baillargeon.
There were no Public or Board comments at this time.
At this time Chairperson Fournier amended the agenda to move to old business to cover the Brown Farm Well head protection and the Wood Pellet Project-Status for guests Jim Wagner and Jay Poulin. Superintendent Viens distributed a list of options regarding the easement issue at the Brown Farm Well. One of the issues to be considered is the placement of the sewer pump station for the federal prison project. Berlin Water Works has suggested placing the pump station on the other side of the East Milan Road and/or south of treatment plant entrance to create a berm to protect the Brown Farm Well head protection area. The Board stated that the final decision on the easement would be the City’s decision because they are the landowners. Berlin
Water Works can recommend accepting the easement but the final decision is with Mayor and Council. Jay Poulin pointed out on the supplied map the 3.5 area of conservation easement being considered. Mayor Bertrand questioned where the proposed pump station and sewer lines are in relation to the Brown Farm Well head Protection area, Jay Poulin pointed out on the map the proposed locations. He also stated that the City would not be allowed to build a pump station in the easement area or the Brown Farm Well head protection area. Jay Poulin stated that the NH Department of Environmental Service Wetland Bureau has approved the conservation easement pending the approval of Berlin Water Works and the City of Berlin. The Federal requirement for conservation easement is at a 10 to 1 ratio, for every one acre of wetlands ten acres of conservation easement is required. Jay Poulin stated that presently the plans for the conservation easement have a 15
to 1 ratio. The conservation easement is presently in three separate parcels. Chairperson Fournier stated that the Board cannot make a recommendation to the City regarding the conservation easement until the plans for the Federal Prison pump station are completed. Jim Wagner asked what the time frame for the decision would be as the processing equipment needs to be ordered, if they miss the window it may mean a delay of one year for the equipment order that may cause the pellet plant to move to another area. Jay Poulin asked that the Board review the language in the document provided to the Board so that once the easement is agreed upon, the signing will go smoothly. Superintendent Viens asked if a contract had been sent to the City Manager Patrick MacQueen for review, and Jay Poulin stated that they had received a copy. The Board did suggest that the conservation area be in one consecutive area. At this time both Jay Poulin and Jim
Wagner left the meeting.
Chairperson Fournier appointed Commissioner Poulin to be acting clerk as Commissioner Delisle was absent tonight.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Minutes for March 19, 2008 and the work session Minutes for April 17, 2008.
Under the Berlin Water Works Monthly Status Report dated April 18, 2008; Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that he had received a call from Jerry O’Leary from Easy Wind. He has worked out a deal with Christian Loranger for windmills to be located on Jericho Mountain. He called asking for permission to use Berlin Water Works treatment plant road for access to the windmill site. The original contract with Christian Loranger required him to fix the road and supply a gate and key to Berlin Water Works for access. Contract would be similar with Jerry O’Leary. Mr. O’Leary is making a presentation to the City Planning Board in June and would like the access road issue. The Board
asked the Superintendent to contact Mr. O’Leary to set up a presentation of his plans for the windmills on Jericho Mountain.
2. Berlin Water Works received a letter from the Dam Bureau they will be conducting a periodic inspection of Godfrey Dam this year. Chairperson Fournier asked if any cost was involved, the Superintendent will find out.
3. Temporary employees were laid off at the end of March and two temporary employees were rehired on April 21, 2008.
4. Superintendent Viens stated that Debbie Page and the crew had been working with delinquent accounts and as a result the accounts receivable amounts had improved have been reduced.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept the Berlin Water Works Monthly Status Report dated April 18, 2008.
After a brief discussion, it was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept and place on file, the Cashier’s Report for period ending March, 2008.
Under Old Business:
a. Federal Bureau of Prisons –Water Service Status—Boring-Directional Drilling Status- Superintendent Viens informed the Board that the first sections of 1400 feet is complete. Not much has happened since the last meeting as we shut down the project when the boring company pulled out. Bore Tech sent in another crew who completed boring the 160 foot section by the large evergreen trees. They are presently working on the brook crossing; the boring crew went down the access road so they would not have to go as deep with the bore. The bore came out in the Chalet driveway about eight feet deep, 600 feet was the distance to be pulled
today and as we meet the crew is still working overtime. Superintendent Viens will call the Chalet owner regarding the damage to the lawn that Berlin Water Works will repair. Commissioner Langlois questioned the methane gas issue at the East Side Landfill; Superintendent Viens stated that it is not an issue when boring only for open trenches. Mayor Bertrand asked about the slurry that the boring company uses, Superintendent Viens stated that the slurry is pressurized and the bore company vents the area on both ends to prevent the section they are working on from blowing out. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent to submit the third pay request to the Federal Bureau of Prisons (FBOP) in the amount of $417,600 at the end of the month. In reference to the Federal Prison Project the Superintendent distributed a copy of a draft letter to the City Manager proposing the
installation of the FBOP sewer line with the help of Public Work employees. The Superintendent explained that the first piece of the project would be the intersection at Twelfth Street and Hutchins and the second piece would be the twelve inch line from Twelfth St and Hutchins St intersection to the pump station the pipe would be six feet deep with no manholes to install. Board agreed with the draft letter and asked that the letter be sent to the City Manager with a copy to Mayor David Bertrand and to Michael Perreault, Public Works Director.
b. Proposed FY 2009 Budget Draft: The Board had previously discussed the budget draft at the work session on April 17, 2008. The Board agreed to schedule the Public hearing for May 29, 2008 at 6:00 pm.
c. NDS System Upgrade & Water Rates –Status: Superintendent Viens stated that there has been no change this month we are expecting the new system the first week of May.
d. Brown Farm Well head protection and the Wood Pellet Project – Status: This was discussed previously in the meeting with guests Jim Wagner and Jay Poulin.
e. LT2ESWTR & Stage 2 DBP – Status: Superintendent Viens stated that he had not heard from the State of NH regarding our proposal for testing for these two new tests. The State has approved our application for reduced testing of Stage 1, which will offset the costs for the new Stage 2 testing requirements.
f. Final FY 2008 Annual Report – Comment and Approval – The Board reviewed the Auditors Report from Vachon-Clukay and Co. PC. The recommendations were reviewed and Superintendent Viens stated that the staff had already spoken with the auditors and the new business system will also be an improvement. It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept and place on file, the Final FY 2008 Annual Report as prepared by Vachon-Clukay and Co. PC
g. Milton Cat – Cat 420E – Status-Superintendent Viens stated that he had contacted Milton Cat about two and a half weeks ago. The last time the backhoe was checked they found that a plug was loose; they stated that this is what caused the leak of antifreeze into the oil. When the backhoe was picked up by Cat we asked them not to return it to Berlin Water Works until it had a new engine but it was returned late in the day when the crew was gone home. Due to the loose plug the engine has been contaminated with antifreeze from day one. Cat finally sent us two choices today: 1) we can keep the machine as is with a longer warranty
or 2) new engine with shorter warranty. The staff has made two payments of the six payments that we owe on the backhoe. To date there have been more repair expenses approximately $15,000.00 than the annual payments we have made on the machine. Mayor Bertrand suggested that we write a letter to Milton Cat requesting that the maintenance fees paid be deducted from the next payment due by Berlin Water Works, that if the new engine comes with a new turbo we will accept the one year warranty, if the new engine does not have a new turbo then we will accept the three year warranty, we will not pay for the transportation of the Cat 420E backhoe for the repairs. The Board suggested that the Superintendent send a letter to CAT stating the above information.
h. Water Week May 4th to May 10th – Mayor Bertrand stated that he will sign the proclamation once he has the corrected date on the proclamation. Superintendent Viens stated that he and the two supervisors had inspected the plant and have contacted a pipe insulation company to quote the price of insulating pipes at the plant to prevent sweating and rusting. The plant will be ready for open house. Chairperson Fournier asked if the local schools were invited to the open house at the Ammonoosuc Treatment Plant Facility, staff informed him that several school classes have scheduled tours of the facility. Chairperson
Fournier also suggested that pictures of Godfrey Dam be available to the students so that they can see the source of the water entering the treatment plant facility.
i. Under other old Business Superintendent Viens stated that the City Manager is going to set up a meeting with the Coos County Nursing home to review water and sewer usage at the facility.
There was no other old business at this time.
Under New Business:
a. Backflow Prevention Device – Cross Connection Control Program—Superintendent Viens filled the Board in on regulations for backflow prevention and the fact that we are in the process of installing backflow preventers in the local residences when we install meters. The next step is to inspect different business to review the need for testable backflow preventers. The Board suggested that they take more time to review the information given to them and to have the staff review inspection procedures for businesses, this item will be discussed at the next meeting.
b. Reappoint Board Chairman and Clerk--It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to reappoint Commissioner Fournier as Chairperson of the Board for one year. It was moved by Commissioner Langlois, seconded by Mayor Bertrand, with all in favor, to appoint Commissioner Poulin as Clerk of the Board for one year.
c. Employee Reviews – this item will be moved to closed session.
d. Ford Dump Truck – Superintendent Viens told the Board that the vehicle inspections were completed in March and that the 1988 dump truck and 1995 pick up truck did not pass inspection. P & L Auto looked over the two vehicles and the junk value for the pick up is $300.00 and the dump truck $1,500.00. Resale of the two vehicles may be more if sold outright. The Board authorized the Superintendent to advertise for sale of the two vehicles. It was moved by Commissioner Langlois, seconded by Commissioner Langlois, with all in favor, to authorize the Superintendent to purchase a Ford Dump Truck from Mt. Washington Auto Road for the amount
of $7,500.00. The staff has obtained quotes for painting and removing the Mt. Washington Auto Road decal from the dump truck. Option one is to paint the box black and to remove the decal and paint the doors yellow. Option two is to paint the box black and to remove the decal and paint the whole cab Water Works blue to match the fleet. Rick McKenzie has rebuilt the side board and that will be painted at the same time. It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to authorize the Superintendent to have the dump truck painted with a black box and a blue cab at Paul’s Auto Body for the amount of $2,644.00.
e. Summer Employees- Superintendent Viens stated that we usually hire one summer employee who is attending college or about to attend college, lives in Berlin and has a mechanical background. The recommendation for this years summer employee is Tyler Carrigan. He is attending high school a half day and would be available to work starting Monday, April 28, 2008. His duties will include but not be limited to work at the Treatment Plant, flagging for construction and painting hydrants. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to follow the Superintendent’s recommendation to hire Tyler Carrigan
for summer help this year.
f. Credit Card Processing- The Board briefly discussed information from the staff regarding accepting credit and debit cards for payment of water bills. It was decided at this time to table the item.
g. Under other new business Superintendent Viens stated that Bob Barbin from radio station WMOU had contacted him about being a guest on the local Forum talk show. The Board agreed that it would be good public relations for the Berlin Water Works to inform the customers of the progress with improvements taking place. On the same subject it was heard on the Forum program last week by one of the staff members that the street sweeper is very dusty because Berlin Water Works would not allow them to use hydrants to fill the sweeper. Superintendent Viens said that he had spoken to Michael Perreault, Public Works Director and told him that it
would only require a backflow device to be attached to the hydrant by a Public Works employee trained by Berlin Water Works so that they could fill the sweeper at any of the hydrants. The Hydrant Backflow preventer costs $495.00. The Board suggested that this information be sent to the Public Works Department for their review.
Also under new Business Superintendent Viens stated that Bryan Lamirande had called him regarding temporary employees. The six union employees from Berlin Water Works went to a union meeting and stated that they did not have an issue with the temporary employees and it should not be an issue with other departments. Bryan asked that the issue be tabled but that the union reserved the right to bring the issue up at a later date. Superintendent requested this information in writing for the record.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday May 21, 2008 @ 6:30 PM at their 55 Willow Street Conference Room.
There were no Public or Board comments at this time.
It was moved by Commissioner Langlois, 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:2I(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 at 8:35PM. At about (9:05 PM by unanimous roll call vote, it was moved by Commissioner Langlois, 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 Mayor Bertrand, seconded by Commissioner Langlois, with all in favor to adjourn this meeting.
The meeting did so adjourn at 9:06 pm.
A True Record: Attest:______________________
Paul Poulin, Clerk of the Board
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