June 25, 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 and ex-officio member Mayor Bertrand. Also present for this meeting were Superintendent Roland L. Viens and Debbie Baillargeon.
There were no Public comments at this time.
Under Board comments Mayor Bertrand asked about progress with the Twelfth Street Bridge water main crossing. Superintendent Viens stated that we have received the second draft of the City’s sewer design drawing and that the BWW staff had drafted First draft water mate design drawing for work from the intersection of Twelfth Street and Riverside Drive and the intersection of Twelfth Street and Hutchins Street and sent it to Wright-Pierce. We have not heard back from Wright-Pierce. Commissioner Poulin asked if members of the staff use the BWW vehicles to go home. Superintendent Viens stated that the on call person does take the vehicle home to allow for quicker response to off duty calls. In reference to off duty calls Superintendent Viens
stated that there has been a decline in call-ins and that the person on call whether salary or union if qualified to handle the call does not call in other staff. There were no other 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 May 21, 2008.
Under the Berlin Water Works Monthly Status Report dated June 20, 2008; Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that he had received a memo from Pike Industries that the work load is reduced by the State this year and they are closing the Columbia Plant.
2. The Board was invited to the Command Training that will be set up for all the department foreman and crew at BWW, there is a sign up date for the training.
3. NH Department of Environmental Services does regulate the Brown Farm well head protection area. Superintendent Viens stated that he had responded to City Manager, Patrick MacQueen’s suggestion to do more training and inspection in the well head area. BWW staff agrees that we should do more inspections in the well head area including all buildings in the Industrial Park and White Mountain Lumber Company as well.
4. Norman Charest called the Superintendent with a request for Mel Liston of Clean Power to estimate a water bill based on 350 gallons of water per minute round the clock. The estimate was provided to Norman Charest who asked if any of the charges would be negotiable he was directed to approach the Board.
5. Since Mike Perreault has become Public Works Director he has been reviewing different issues throughout the city. One issue was the billing of sewer charges at the time of a property sale. It has been decided that the staff at Berlin Water Works will provide the water usage only and direct the property closing people to contact Florence Fitzmorris at City Hall for the dollar amount and any past due we will fax Florence the information that goes to the closing companies.
6. BWW staff met with the Cates Hill Manufactured Home Park representatives with suggestions for setting up approximately eight units on the low pressure side off of Riverside Drive which would require less cost for water main installation. Any units over the eight would be higher on the property and would require the high pressure side off of Cates Hill which would require more piping cost.
7. Superintendent Viens completed his revised Master Plan BWW input and submitted to the Planning Department, he has not had any feedback. The Board asked when the last Master Plan was drafted and Superintendent stated that it was in 1992.
8. BWW staff has completed the Prison water line installation and moved into town. There is one crew working on Western Avenue where we rented a compactor to help with trench compaction. Superintendent Viens talked to the Public Works director and the compaction of trenches may allow for paving earlier than the full 90 days required by Ordinance. The second crew is working on Wood Street completing the last 75-80 feet of water main installation and tie in. The project was not completed last fall because we did not want to damage the street. The staff is working on plans to complete Wight Street services from Rocky Lane to the
Public Works garage. The project is to remove the services from the old 1890 6” Cast Iron main and move them to the 14” main. The services for each property will be run from the main to the property line. Willard Street will be the next project; Chairperson Fournier asked if it would be completed before school starts, Superintendent Viens stated that the plan is to finish before school opens. Wight Street, Willard Street followed by Jolbert Street, Hinchey Street and Madigan Streets will be completed from the remaining $90,000 in the FY 2002 EPA Grant.
9. Chairperson Fournier inquired about the status with Dillon and the BWW transmission line. Superintendent Viens stated that he had met with Attorney Paul Desjardins and a cease and desist order was not issued yet as the attorney wanted further information from the City Attorney’s regarding easements. Superintendent Viens spoke to Pat MacQueen and he reluctantly agreed to have Paul Desjardins contact the City Attorney regarding the easements for the transmission line. Superintendent Viens provided a summary of the events leading up to the need for Attorney Desjardins expertise. Craig Carrigan received a call from Hicks, the jobber
for Dillon they will be cutting wood until 2010 to meet and discuss crossing the transmission line. At the meeting Craig told them that if they wanted to grade a road for hauling wood that they would have to add material to the existing and grade do not grade without adding additional material because the line is shallow buried and transite material it is very fragile. Craig told them to call before the crew started work and he would review it with them also. About one week later we received a call that they had hit the transmission line, they had added additional material until the last few hundred yards where they scraped the existing cover and they hit a coupling. BWW repaired the damage with a wrap around. The Board instructed the Superintendent to send the repair bill to Dillon. The tree harvesting is supposed to last until 2010; Berlin Water Works needs a written process in place to protect the transmission line. Chairperson Fournier
stated that a significant leak on the transmission line in a dry season could empty the 20,000,000 gallon Godfrey Dam the Board needs to be proactive in the protection of the transmission line not reactive after a problem occurs. The subject of the trees Dillon cut on City land was also discussed and it was questioned why Dillon was not approached about the trees that were cut. The Board asked Superintendent to call Attorney Paul Desjardins today for the status on the issue.
It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor, to accept the Berlin Water Works Monthly Status Report dated June 20, 2008.
The Board briefly discussed the Cashier’s Report; Superintendent Viens informed the Board that we had received the third payment from the Bureau of Prisons in the amount of $417,600.00 on June 24, 2008. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for period ending May, 2008.
Under Old Business:
a. Federal Bureau of Prisons –Water Service Status—Boring-Directional Drilling Status- Superintendent Viens informed the Board that the entire pipe is in the ground remaining work is to flush, chlorinate and compliance test. Jeff Malecha called the Superintendent two weeks ago with questions about the cost per foot to install 12” water main for another project. Superintendent Viens stated that there are several variables such as depth, soil conditions, locations, etc. it is a price that needs to be determined for each project. The Federal Prison site now has the framework for the elevated water tank that will be on site
installed by the Prison contractors. The Mayor suggested that the BWW send a letter to the Federal Bureau of Prisons to let them know that we will be scheduling the testing the prison water main so that they may designate whether they want to witness the test by BWW. York Land Services LLC has completed the GPS drawing of the new water main and will be sending the drawing to the BWW. Superintendent Viens called Wright-Pierce and they have a GPS drawing of the proposed prison sewer line and he is going to ask that they provide us with a copy to add as a layer to our drawing to the water main. The clean up is almost complete the rip rap has been placed on the down stream side of the brook but not on the upper side as the sewer design shows that work will be completed on the up stream side of the brook, the rip rap will be placed after the sewer line is installed. Superintendent Viens will send a memo to Patrick MacQueen and Chris Dwinal of
Wright-Pierce to let them know we will install the rip rap on the upstream side of the brook when the sewer line is installed. The grass has been repaired at the Chalet and York Land Services LLC is researching the driveway so that we can pave for the Chalet. That state says it is to be 24’ wide. Staff will be meeting with Northern Paving and Mike Perreault tomorrow at 8:00 am to discuss the driveway paving. Board asked if the paving went to bid and the Superintendent Stated that Northern Paving had the bid for paving for the BWW this year. The total pipe installed for the prison water line is 4,656 feet, the remaining pipe ordered will be used for the Twelfth Street crossing.
b. It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor to approve the Fiscal Year 2009 Budget as presented to the Public on May 29, 2008 in the amount of $3,115,774.00.
c. NDS System Upgrade & Water Rates –Status: Superintendent Viens stated that the system went live on June 16, 2008. NDS has set up a second company to test water rate proposals, and he also mentioned that the Office Manager is pleased with the General Ledger program.
d. Brown Farm Well head protection and the Wood Pellet Project – Status: The Board discussed the letter from Geo Insight’s findings that the Pellet Plant would be responsible for verification of well head protection. The Board asked the Superintendent to write a letter to the Planning Board Chairperson regarding the protection of the well head. Superintendent Viens stated that he would talk to Dave at Geo Insight to draft a proposal for a model of the area to determine the boundaries and the preferred expansion of the well head protection area he will also contact NHDES to see if there are any funds available to cover the
model. The Board then suggested that he present this information to the Planning Board for their input.
e. Milton Cat – Cat 420E – Status-Superintendent Viens stated that he had received a note to call Milton Cat regarding the engine he did call Milton but they have not called back. The staff will need the backhoe on the Wight Street project so if we have to send out the CAT we will need a loaner to replace the backhoe.
f. Backflow Prevention Device – Cross Connection Control Program—Superintendent Viens nothing to report at this time.
g. Wind Farm Access – E Z Wind – Jerry O’Leary – Commissioner Langlois stated that Mr. O’Leary is going to appear before the Planning Board soon. Christian Loranger was in town two weeks ago to remove his equipment as it was being further damaged. He spend a Saturday dismantling the equipment and left for the evening when he returned in the morning all was gone including his tools. The Treatment Plant experienced a dead short and requested that Public Service of NH remove us from the line. Jerry 0’Leary may want to install his own transmission line perhaps following the old filter plant road. At
the present time there are no easements for Dillon or Loranger on the records.
h. Ammonoosuc Storage Tank – Security Fencing – Superintendent Viens stated that he had received only one quote for the fencing project he is waiting for Northern Paving and Kevin Daniels to bid on the work. The Grant for $4,000 expires in September. The Superintendent is authorized to review the bids and determine the price and time for the fencing work.
i. Other Old Business: Superintendent Viens stated that BWW received the NH Sanitary Survey completed by Robert Mann. The only item of substance recommended by the report is to connect to Gorham, but at this time Gorham does not want to connect the two systems.
Superintendent Viens stated that the radio read meters are now working, Brookside Park has been metered and the accounts at Great Lakes Hydro are metered. There are approximately 150 meters remaining to be replaced.
There was no other old business at this time.
Under New Business:
a. State Filtration Grant news release: The Board acknowledged the news release.
b. Ammonoosuc Storage Tank – Security Fencing: This item was previously discussed under old business.
c. Great Lakes Hydro Update: The invoice for work at Great Lakes was discussed with the representatives of Great Lakes and a minor adjustment of $3,600 was made so they will make the final payment of $6,497.11 soon. The Superintendent also stated that BWW will make a bid of $2,700.00 for the materials in the Peavey Lane building owned by Great Lakes Hydro. The letter for the bid amount will also include the request for an easement to run the BWW water line on Great Lakes Hydro land.
d. Review of Miscellaneous Service Charge Rates: The Board reviewed the spreadsheet the Superintendent Viens presented to them and they decided that the staff should review the charges during the month and present another report for the July Board meeting.
e. NHDES – Sanitary Survey Report May 20, 2008 was discussed earlier under old business.
f. Under other new business: Superintendent Viens stated that York Land Services LLC is also going to complete the easement work for the 143 East Milan Road, the Chalet and for Dennis Arguin’s land as we had to go outside the easement area for the prison water main installation.
There was no other new business at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Tuesday, July 15, 2008 @ 12:30 PM at their 55 Willow Street Conference Room.
There were no Public or Board comments at this time.
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 8:25 pm.
A True Record: Attest:______________________
Paul Poulin, Clerk of the Board
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