May 21, 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 Robert Delisle. Absent from this meeting was ex-officio member Mayor Bertrand. Also present for this meeting were Jerry O’Leary, Gail Scott of the Berlin Daily Sun, Superintendent Roland L. Viens and Debbie Baillargeon.
There were no Public or Board comments at this time.
It was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor, to accept and place on file, the Minutes for April 23, 2008.
At this time Chairperson Fournier amended the agenda to move to old business to cover the Wind Farm Access – EZ Wind – Jerry O’Leary. Chairperson Fournier stated that the Board had requested his presence at the meeting to present his plans for the wind farm on Jericho Mountain. The Board of Water Commissioners as well as the Superintendent is concerned about the protection of the Water Treatment Facility on St. Laurent Lane. The Facility is operated 24 hours a day seven days a week every day of the year. Mr. O’ Leary from Fredericton, New Brunswick stated that Mr. Loranger had planned a 1.6 megawatt wind farm but his plans are for a 4.9 megawatt wind farm with approximately 33 towers at 80 feet high with each blade about 29
feet long. Mr. O’Leary stated that he had spoken to NH Power Utility and they had suggested that his facility be fewer than 5 megawatts. Mr. O’Leary stated that they have been testing the wind for the last month and a half on Jericho Mountain, and found that it would be sufficient to generate power. Superintendent Viens gave Mr. O’Leary a list of issues that were presented to Mr. Chris Loranger when he approached the Board of Water Commissioners for access via the Treatment Plant road. Chairperson Fournier again stated that the land is owned by the City of Berlin and that the Board can only make recommendations to the City Council in regards to the access road, but the main concern is protecting the Water Supply for the City of Berlin. Mr. Langlois stated that Mr. Loranger had problems with power surges when he tried to send power to the grid system. Mr. O’Leary assured the Board that Public Service will not let him go on
line until they are sure that it will be a safe operation. Chairperson Fournier suggested that Mr. O’Leary meet with the Superintendent to walk over the area that will be impacted with transporting the windmills to the site to assure that the transmission line and the access road are not damaged. The approximate time to set up the 33 wind mills would be four to five months. Chairperson Fournier thanked Mr. O’Leary for appearing before the Board and stated that we would following the Planning Board recommendations and address any issues that they approach with the Board. Mr. O’Leary left the meeting at this time.
Under the Berlin Water Works Monthly Status Report dated May 16, 2008; Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that Steve Lefebvre is working on the well head protection plan. He worked with a person from NHDES to inspect the Androscoggin Treatment Plant Facility, and most of the issues have been corrected. He has also inspected another business in the area and they are addressing issues at the present time, he will continue inspections until all in the well head protection area have been inspected.
2. An issue with the Public Works Director has called us on a drain issue on Main Street, the BWW staff stated that when digging the water service they had contacted Public Works regarding a drain they exposed that was already damaged and were told it was not active. We foamed the pipe and this spring, the City received an insurance claim due to the flooding of a neighbor’s basement. Staff has already repaired a sink hole as a result of the drain problem. Another issue has shown up on Western Avenue where we were told a drain, that was not on any of the pre survey plans, was no longer used, it was paved over, now the Public Works Dept is
trying to locate the drain line. Chairperson Fournier stated that the BWW staff daily notes should be sufficient records of work involving drain or sewer issues encountered during water main or water service project work.
3. Superintendent Viens stated that the Board meeting packets contained the City of Berlin Annual Report.
4. Superintendent Viens stated that Robert Mann of NH Department of Environmental Services is the new contact person for Berlin Water Works. He was here in December to do a Sanitary Survey. He will return on June 11, 2008 to complete the survey as they were unable to reach some of the water tanks in December due to the snow.
5. Superintendent Viens stated that the Board meeting packet also contained the hydrant color coding sheet, on the same note he mentioned that the summer employee will be painting hydrants this summer. He is presently working part time and has cleared all the brush at the Ammonoosuc Treatment Plant, is 80% done at the Androscoggin Treatment Plant and will continue on to Forbush Tank and Lancaster Tank soon. The brush is being piled and will be chipped when we rent a chipper. Boards asked about safety measures and were told by the Superintendent that he is very responsible and is using his safety equipment provided by Berlin Water
Works.
6. Pike has increased paving prices again this year and the information was passed on to the Board.
7. Gail Scott a reporter from the Berlin Daily Sun joined the meeting. Superintendent Viens stated that he had contacted Senator Gregg’s office regarding the recent request for funds; he found out that we probably would not hear any results until fall. Chairperson Fournier asked whether the Berlin Water Works had a lobby person to represent us in funding requests, Superintendent Viens stated that we did not. At this time the Superintendent gave a brief history for Ms. Scott regarding the bonds obtained in the 1990’s as well as past grant and loan history that has been used for improvement to the water distribution system.
Chairperson Fournier asked if we could apply for Rural Development Grants, and Superintendent Viens stated that we would have to borrow money in order to obtain grants and would be in better financial shape once the federal prison is complete. Superintendent Viens also stated that we had lost the last $500,000 grant when the house changed from Republican to Democrat. The grants are important because there is not enough money in the rate structure as it is to support the improvements to the water system, there is still approximately 8-10 miles of water lines that need to be replaced, and without the grant money we would not be able to continue improvements.
8. Staff has done a good job on replacing old meters we now have 161 meters to replace of the original meters installed in the 1970’s.
It was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor, to accept the Berlin Water Works Monthly Status Report dated May 16, 2008.
The Board reviewed the April Cashiers report and also reviewed the ten month roll up report. It was noted that the utilities are higher this year due to the fact that BWW worked construction right through the winter and had to purchase the diesel fuel at Irving as the City Diesel fuel does not work in our equipment because we do not store the equipment in a heated area. Mr. Langlois stated that he continues to see the equipment left running during the day and the Board asked the Superintendent to meet with the staff asking that equipment not be left running when idle. Chairperson Fournier asked if the modifying rate for workman’s compensation has changed and if the staff keeps a log of the injuries and reports Superintendent did not think the modifier had changed and also stated
that Primex the insurer for the Berlin Water Works does keep all the records and keeps statistics regarding injury history. Chairperson Fournier asked if the Superintendent has met with Coos County Nursing home yet, he said that the City Manager has not set up a meeting yet. 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 April, 2008.
Under Old Business:
a. Federal Bureau of Prisons –Water Service Status—Boring-Directional Drilling Status- Superintendent Viens informed the Board that we have submitted a letter & invoice requesting the third payment the water line project is 75 to 80% complete at this time. Superintendent Viens went over the drawing for the Federal Prison Water Pump Station plans and where BWW will be ending the water line for the prison project. BWW suggested that one of the valves be relocated off the road and that the hydrant located near the valve would be used to flush the system. The pumping station design requirements of BWW are the elevation and
location for the water line connection. Superintendent Viens stated that we had Sevee & Mahar Engineering check our methane readings in the trench area where we are installing water line. The readings are safe and we will continue to monitor with our gauge. In relation to the FBOP water line project one of our employees has asked to use the backhoe over the weekend at his home, as we are presently negotiating an easement through land owned by the employee on East Milan Road for the FBOP water line. The Board is very concerned about liabilities and asked the Superintendent to contact Attorney Paul Desjardins to draft a contract for BWW and the employee to sign. The City has moved the plans for the sewer pump station back to the original site, however they have changed the elevation of the pump station and the first line of defense for a problem with the pump station will be the river crossing line. The pump station plans will be reviewed by
Geo Insight in regards to the well head protection area. Superintendent Viens spoke to Jeff Malecha at the Federal Bureau of Prisons and no other utility has signed a contract yet. Chairperson Fournier asked that any new sewer plan drawings be provided to the Board before the next meeting for their review. Superintendent also informed the Board that Bore tech is working on 390 to 400 feet of line presently and will have only 250 feet left to complete all the boring.
b. Proposed FY 2009 Budget Draft: The Board requested a copy of the Budget be mailed to them with the draft minutes from this meeting. The Public hearing is scheduled for May 29, 2008 at 6:00 pm.
c. NDS System Upgrade & Water Rates –Status: Superintendent Viens stated that the staff has had some on site training and the system will go live on June 16, 2008. NDS will set up a model company on the new system to be used for modeling of water and assessment rates.
d. Brown Farm Well head protection and the Wood Pellet Project – Status: The state has accepted the conservation easement application. Mr. Langlois stated that the Planning Board is requesting more data on the retention ponds so that Geo Insight can review. The Board requested that the Superintendent obtain the report from Geo Insight regarding the retention ponds.
e. Milton Cat – Cat 420E – Status-Superintendent Viens stated that CAT agreed to replace the engine in the backhoe and we are presently waiting for the replacement work to be completed.
f. Water Week May 4th to May 10th – Superintendent Viens informed the Board that several classes from the Berlin Schools scheduled tours, there were approximately 300 students who visited the Ammonoosuc Treatment Plant Facility. During Water Week Superintendent Viens also was a guess on the WMOU Forum radio program.
g. Backflow Prevention Device – Cross Connection Control Program—Superintendent Viens nothing to report at this time.
h. Wind Farm Access – E Z Wind – Jerry O’Leary – Board met with Mr. O’Leary earlier in the meeting.
i. Under other old business Superintendent Viens stated that BWW had received a letter from Local 1444 regarding temporary employees and they have tabled the issue at this time.
There was no other old business at this time.
Under New Business:
a. Ammonoosuc Storage Tank – Security Fencing – Superintendent Viens stated that the Board had reviewed bids last year for the project but tabled till this spring for financial reasons. The work would be paid for with a $5,000 grant and also one of the EPA Grants. The estimates last year were $26,700. Board agreed to have the Superintendent go out for bids on the fencing work.
b. Bids for Front End Loader, Pick-up Truck and Dump Truck- Superintendent Viens distributed a spreadsheet with the bid prices for the old equipment and stated that each of the three items have been paid for, the loader was purchased from BWW for $4,200 the pick up truck for $401 and the Dump truck for $1,601. The Pick-up truck has left the site and the loader will be picked up tomorrow. Under this same subject Superintendent Viens passed around pictures of the Ford dump truck BWW recently purchased from the Auto Road with its new paint job.
c. Employee Reviews – this item will be moved to closed session.
d. There were no items under other new business.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday June 25, 2008 @ 6:30 PM at their 55 Willow Street Conference Room.
Under Public Comments Gail Scott asked for clarification on a few items and a brief description of Federal Bureau of Prison project status. Board suggested that she may want to schedule an appointment with the Superintendent to discuss further issues they set up an appointment Thursday, May 22, 2008 at 11:00 am.
There were no Board comments at this time.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, 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 8:11PM. At about 8:22 PM by unanimous roll call vote, it was moved by Commissioner Poulin, seconded by Commissioner Langlois, 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 Poulin, seconded by Commissioner Delisle, with all in favor to adjourn this meeting.
The meeting did so adjourn at 8:23 pm.
A True Record: Attest:______________________
Paul Poulin, Clerk of the Board
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