July 15, 2008
A regular meeting of the Board of Water Commissioners was called to order at 12:12pm by Chairperson Richard Fournier. Commissioners present were Lucien Langlois & Robert Delisle and ex-officio member Mayor David Bertrand. Also present for this meeting were Superintendent Roland L. Viens & Lynne C. Lessard. Absent from this meeting was Commissioner Paul Poulin.
There were no Public or Board comments at this time.
It was moved by Commissioner Delisle/seconded by Mr. Langlois, with all in favor, to accept and place on file, the Minutes for June 25, 2008 and Work Session Minutes dated July 11, 2008. At this time it was decided to appoint Commissioner Langlois as Acting Clerk for this meeting.
Under the Berlin Water Works Monthly Status Report dated July 11, 2008; Superintendent Viens reviewed the following with the Board:
1. A letter was received from our Water Treatment Chemical Supplier JCI Jones Chemical dated June 12, 2008 which announced a price increase effective July 1st, 2008 thru September 30, 2008. They were awarded the bid for the 2008 supply. As of this meeting, please note that JCI has honored their bid price for the recent load delivered.
2. A letter from Pike Industries dated July 01, 2008 was received stating that effective July 14, 2008, their posted price of asphalt will increase by $6.00/ton. The Gorham Paving Plant price is now $68/ton.
3. May 21, 2008, Superintendent Viens was authorized by the Board during their meeting to go out for bids for fencing work. Superintendent solicited three quotations from Bancroft Fencing, Kevin Daniels/Landscaping and Northern Paving/Construction for security fencing around the Ammonoosuc Tank as three sides are exposed to the public. Low Bidder was Northern Paving & Construction Company in the amount of $32,900. Superintendent Viens also stated that BWW has several remaining fence materials and will discuss with Dave Rich of Northern to find out if this material is reusable to in turn lower the bid cost.
4. The Radio Read Program is moving along in that 27 devices have been installed out of the 41 purchased.
5. BWW crews have finished up on Western Avenue from the intersection of Mink towards Williams St., except for paving.
6. BWW crews started on Wight Street last week. 12 services out of 14 have been replaced. For this project approximately 1400 feet of 6" old unlined cast iron pipe has been eliminated.
7. BWW crews will be working on Willard Street, we have moved this section up on our priority list as we must spend the EPA Grant FY2003 (#5) funds by December.
8. Superintendent Viens informed the Board that BWW staff is designing and estimating the cost for the tie-in at Riverside Heights Manufactured Housing Park. The Board said prior to commitment, T&C Reality LLC, must have all the necessary permits.
9. Superintendent Viens reviewed the Rural Development Grant/Green Street Department of Transportation Project with the Board and also informed them that Gregg MacPherson from RUS would be at our office on July 16, 2008.
It was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor, to accept and place on file the Berlin Water Works Monthly Status Report dated July 11, 2008.
It was moved by Commissioner Delisle, seconded by Commissioner Langlois, with all in favor, to accept and place on file the Cashier's Report for the month of June, 2008.
Under Old Business:
a. Federal Bureau of Prisons - Water Service Status - Final Testing: Superintendent Viens informed the Board that he received a fax from FBOP/Laurie Williams dated July 15, 2008. She was responding to a letter sent to Michael Duffy at the FBOP East Milan Road Facility from Superintendent Viens regarding Water Meter & Backflow Preventor Options for the Federal Prison. She responded by stating that BWW is responsible for metering/backflow prevention according to the Contractual Agreement between BWW & FBOP. Superintendent Viens told the Board that he needs to review the contract the options outlined to Michael Duffy would cost between $16k & $25k.
b. Brown Farm Well Head Protection & the Wood Pellet Project - Status: Superintendent Viens spoke to Dave McClain (GEO Insite) and should have a proposal by GEO Insite by next month.
c. LT2#SWTR & Stage 2 DBP - First Sampling in September - Status: Testing begins in September
d. Milton Cat - CAT420E - Status: Cat: Superintendent Viens informed the Board that the Engine is in but not yet installed.
e. Ammonoosuc Storage Tank - Security Fencing - Status: Already discussed during the Monthly Report.
f. Review Miscellaneous Service Charge Rates - Status: There is no report at this time.
g. Other --- There was no other old business at this time.
Under New Business:
a. Konica Minolta BIZHUB 350 copy machine -- Parts for the old copier purchased in 1996 are no longer available for maintenance. We have installed a new one which has more features such as printing from our computers, which results in the price per copy vs using printer ink is less. It was moved by Commissioner Langlois, seconded by ex-Officio member Mayor Bertrand to purchase same from Porter Office Machines in the amount of $5k.
b. Komatsu Tooth - $7,500. Status: - This piece of equipment will be shipped July 29th.
c. New Tie-In for Riverside Manufactured Home Park on Riverside Drive - Status: Already discussed during the Monthly Report.
d. Employee Reviews - Status: - To be discussed during closed session of this meeting.
e. Other and Communications:
1. Northway Bank Line of Credit: Superintendent Viens received a renewal notice from Ronald Goudreau dated July 15th, 2008 in the amount of $300.00 due by July 29th, 2008. It was moved, by Commissioner Langlois, seconded by ex-officio member Mayor Bertrand, to make payment provided the Superintendent verify the renewal date as we do not believe that we signed the contract a year ago. Note: After review of this item, the Board had entered into the contract February 04, 2008 and the first billing was prorated for the first six (6) months.
2. Union Insurance Rates: It was approved by the Board to begin taking the increase for Health Insurance deductions for the Union beginning August 1st, 2008 vs July. This follows past practice & Union Contract annual anniversary.
3. Cross Machine: Superintendent Viens stated that outside improvements were made to a building on the Cross Machine lot done with 2x2x8 concrete blocks. Superintendent Viens told the Board that by using this type of block we could upgrade the appearance, and include a safety fence on top of the block in front our M&M building facing Hillside Avenue and along sidewalk at 51 Willow St.
4. Dillon Logging: Superintendent Viens handed the Board a letter Dated July 15, 2008 to Thomas & Scott Dillon Investments, LLC regarding the Godfrey Transmission Line. The letter states that we are requesting a conference with them to discuss their logging operations off Jericho Road and its impact on the Godfrey Transmission Line. The letter makes reference to their logging operation that damaged our water line on May 28, 2008. After review of the letter, it was suggested to include how fragile our line is and how important it is not to have interrupted service to the City. Chairperson Fournier and Mayor Bertand signed the letter for mailing.
5. Vehicle maintenance: Ex-officio member Mayor Bertrand asked who does our maintenance on our vehicles and if we have brought vehicles to the Public Works Department. Superintendent Viens said that we take our vehicles to Guay Brothers & Paul's Auto Body. Superintendent Viens also stated that in some situations we have utilized the Public Works Department and that there have been complications in doing so. Mayor Bertrand will discuss same with the City Manager & PWD Director.
6. There were no other items under New Business.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday August 20th, 2008 @ 6:30pm at their 55 Willow Street Conference Room.
There were no Board comments at this time.
It was moved by Mayor Bertrand, seconded by Commissioner Langlois, with all in favor, to enter into the non-public session under RSA 91-A:3II(a) - Personnel/Wages/Grievance and RSA91-A:21(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 12:54pm. At about 1:04pm, by unanimous roll call vote, it was moved by Mayor Bertrand, seconded by Commissioner Langlois, with all in favor that the Board return to their regular public meeting.
There being no further business to come before this meeting at this time, it was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor to adjourn this meeting.
The meeting did so adjourn at 1:04pm.
A True Record: Attest: ___________________________
Lucien Langlois, Acting Clerk of the Board
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