September 17, 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 Lucien Langlois, Paul Poulin, and ex-officio member Mayor David Bertrand. Absent from this meeting was Commissioner Robert Delisle. Also present for this meeting were Superintendent Roland L. Viens and Debbie Baillargeon.
There were no Public comments at this time.
Under Board comments the Mayor asked about Brown Farm Well Head protection program, the Superintendent stated that the Board would be discussing the Brown Farm well later in the meeting.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Minutes for August 19, 2008.
Under the Berlin Water Works Monthly Status Report dated September 12, 2008; Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that Berlin Water Works has signed the contract with Provan & Lorber to review all the pay requests as Tracy Wood of CLD has done in the past. The representative from Provan & Lorber will be Andrew Sharpe. Mr. Sharpe has reviewed the pay request from August and will be forwarding the request to Gregg MacPherson of Rural Development. Mr. Sharpe is also in the process of reviewing the paving estimates for Western Avenue, the City of Berlin is paving the street curb to curb and the Berlin Water Works will reimburse the amount that it would have cost for the trench patch paving from the Western Avenue water line project the estimate is approximately $81,000. A second amount to be included in the reimbursement for Western Avenue is $46,008.51
from the T Buck project paving savings over the estimated original paving cost estimate. At the present time Rural Development has approved the $46,008.51 for paving Western Avenue, but the estimated amount of $81,000 has not been approved at this time it is still in review.
2. Berlin Water Works had submitted an offer to Great Lakes Hydro for the meters, backflow and valves in the Peavey Lane building no longer used by Great Lakes Hydro formerly Fraser Paper. The items in the building were inventoried a year ago and an offer of $2,700 was made to Great Lakes Hydro. On Monday, September 15, 2008 Berlin Water Works received the bill of sale for $2,700 and have removed all the inventoried items from the building.
3. Berlin Water Works is still in the process of obtaining an easement from Great Lakes Hydro for the placement of a water main on Main Street off road in the vicinity of the present Peavey Lane building. With the present development in the City of Berlin 50% of the water usage is from the northern part of the city and improvement of the water main on Main Street is on the work priority list.
4. Also under Rural Development, Green Street project is almost complete there are only two items remaining on the punch list. Superintendent Viens met with Dennis Laperle, NHDOT to discuss the final payment due by Berlin Water Works. The two had arrived at a price that was accepted by the State office pending the state audit up to one year away. Then Mr. Laperle met with Superintendent Viens to discuss a change to the amount due by Berlin Water Works due to an error in the participating and non participating amounts. The next step is to wait for the letter from the state with the revised amount, which will then be forwarded through a pay request to Andrew Sharpe who will review the request before forwarding to Rural Development for payment.
5. Superintendent Viens stated that the Public Works Director has asked Berlin Water Works to hold off on final paving of Viking and Norway Streets. The City has some planned work on sewers and drains in the area. The Board asked the Superintendent to draft a contract with the Public Works Director regarding the Berlin Water Works share of paving costs for Viking and Norway. The Board will discuss the contract at the October board meeting.
6. Superintendent showed the Board a comparison of water rates between Berlin & Gorham. The Board suggested that we show the number of customers in each grouping of usage. Superintendent also stated that the staff would run scenarios of billing with different rates to determine the proposed rate structure changes.
7. Water flows may be at the lowest amount for September; August flows were a little higher due to flushing and testing for the Federal Prison project.
8. The lead and copper samples have been collected and will be delivered tomorrow. Berlin Water Works is now required to submit 30 samples annually as compared to 60 samples in the past.
9. Superintendent Viens stated that the City has contacted us about request for proposal for the annual financial audit. The Berlin Water Works has submitted RFP's with the city in the past. The Board will discuss further under new business. Chairperson Fournier amended the Agenda to add this item under new business.
10. Superintendent Viens pointed out a sample of concrete blocks that have been made available to the Berlin Water Works for transportation costs only. He asked the Board to consider ideas for use of the blocks.
11. Mayor Bertrand asked about the protection of the transmission line where Dillon has been cutting wood, he wanted to know if they are following their agreement. Superintendent Viens stated that Dillon had placed gravel over the transmission line to protect the line.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept the Berlin Water Works Monthly Status Report dated September 12, 2008.
After a brief discussion of the Cashier's Report 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 August, 2008.
Under Old Business:
a. Godfrey Transmission Line Repair - Status- the Board previously discussed the protection of the transmission line. Superintendent Viens added that Dillon had paid the agreed upon amount for the repairs to the transmission line. An individual had reported that there was a leak on the transmission line. The Superintendent and Craig Carrigan drove the line to check for leaks, they found that there were some minor leaks mostly near blow offs and vents they are on the schedule to be repaired. While inspecting they found that part of the road is flooded due to beaver dams, Superintendent Viens contacted the White Mountain National Forest, Fish & Game and Dick Lafleur. Mr. Lafleur stated that he could go to the area in October to trap the beavers; in the meantime the
Berlin Water Works will breach the dam to prevent further damage to the road.
b. Federal Bureau of Prisons - Water Service Metering & Final Testing & Proposed Sewer Project: Berlin Water Works completed the pressure testing of the new water supply line for the Federal Prison and it was witnessed by William Roll a representative for the Federal Prison. The Board asked that Mr. Roll's title be stated by his signature on the results of the pressure tests. The results were as follows: the static pressure was 58 lbs, the flow was 2,605 gallons per minute with the hydrant interior parts removed, the residual flow at the nozzle was 23 lbs and at the tie in point for the Federal Prison the residual flow was 40 lbs. The Federal Prison had required a flow of 2,500 gallons and a residual of 32 lbs, Berlin Water Works surpassed both requirements.
Superintendent Viens stated that the pressure tests had provided approval for the final payment of $208,800 from the Federal Bureau of Prisons (FBOP) to be received by Berlin Water Works in approximately 30 days.
Next item discussed was the metering and backflow protection for the Federal Prison, Superintendent Viens stated that through discussion and review of original agreement Jeff Malecha has agreed to amend the original contract between FBOP and Berlin Water Works to include the price of the meter at approximately $12,306.34. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to authorize the Superintendent to sign the amended contract with the FBOP to include the cost of metering. The Superintendent stated that the foundation for the FBOP pump station is in place, the prison contractors have pressure tested and chlorinated the piping and they are expecting delivery of the pre cast building next week. The Berlin Water Works has also ordered a hydrant with back check to replace the present
hydrant installed at the prison entrance road. The hydrant is a safe guard for the distribution system, should they need to connect the FBOP hydrant to the Berlin Water Works hydrant for service.
Under the subject of sewer service for the FBOP, the City of Berlin has not signed a contract for sewer service at this time. The FBOP has presented the option of installing a sewer treatment plant on the grounds of the prison. The Chairperson asked how the sewer service project will affect the Berlin Water Works, Superintendent Viens stated that he had submitted the proposal for the staff to install a sewer main. After submission of our proposal, Berlin Water Works has no further involvement in the FBOP sewer service contract at this time. The Board then discussed financial options for repayment of the Berlin Water Works debt, it was decided that the Superintendent should apply for a State Revolving Loan.
c. NDS System upgrade & Water Rates - Status-The Board previously discussed the water rates and will have more information at the next meeting.
d. Brown Farm Well head protection Geo Insight Proposal and the Wood Pellet Project - Status-Dave MacLean of Geo Insight has submitted an estimate for the well head protection at the Brown Farm well. Superintendent will contact Pam Laflamme, City Planner for options to pay for the study such as CDBG, Master Plan funding or The Neil & Louise Tillotson Fund. The question of whether the wood pellet plant is still planning to build in the Industrial Park was asked, the Mayor stated that the plans have not changed to his knowledge.
e. Metropolitan Telecommunications and Verizon- Status. The Superintendent showed a comparison of the previous phone system billing and the present phone system billing. The land line phone system changes are showing approximately $1,000.00 savings over a six month period. The cell phone plan changed from US Cellular to Verizon. The reason for the cell phone change was a modem for the on call lap top connection. The change presented cell phones with better options as well as the modem. The cost over a six month period less the cost of the modem is $200 more per month than the old cell phone contract, all in all between the two phone contracts the change has been a better deal.
f. LT2ESWTR & Stage 2 DBP - Status: First Sampling in September: The first tests were submitted this month; we have not received test results as of this time. As part of the new rule we have to test every two weeks the raw water for E.Coli, if we exceed the recommended result of 10 we would have to do additional testing for cryptosporidium.
g. Milton Cat - Cat 420E - Status: As discussed earlier in the meeting the back hoe has had a new engine installed by CAT at no cost to Berlin Water Works; it is working well since it was returned last Friday.
h. Ammonoosuc Storage Tank - Security Fencing Status: The fencing work is substantially complete, Superintendent to take pictures of finished work tomorrow and to apply for the NH DES grant money of $4,500 for which we have been approved.
i. New Tie-In for Riverside Manufactured Home Park on Riverside Drive Status: No further update was available.
j. BWW Building Upgrade Plan - Status- Superintendent Viens stated that as a result of bid requests for work on the Willow Street garage, two contractors submitted bids; the lowest bidder was Hill Street Construction. The work on the garage roof is almost complete. The second part of the bid was for painting the garage. The lowest bidder was Mr. Fortier. The Board stated that the Superintendent could have Mr. Fortier complete the painting of the garage provided he has the insurance coverage required by the City of Berlin.
k. Temp - John Arsenault - Status - Superintendent Viens stated that John Arsenault has been working at the Waste Water Treatment Plant; Berlin Water Works pays John Arsenault and then bills the Pollution Control Department. The Board asked if John Arsenault had any hours left with the Berlin Water Works and the Superintendent said no, he also noted that the hours that John works for Pollution Control are not charged against his hours at the Berlin Water Works. It was moved by Commissioner Langlois, seconded by Mayor Bertrand, with all in favor, to approve eighty additional hours for John Arsenault.
l. Under Other old business: Superintendent Viens referred to the draft copy of the work between the Berlin Water Works and the Public Works department. The report will be completed monthly and will document the work Public Works does for Berlin Water Works and the work Berlin Water Works does for Public Works and the difference between the two. The Board agreed with the format and requested that it be forwarded to the Mayor, City Manager and Public Works Director. When the Superintendent was asked why the Berlin Water Works vehicles were still seen at public garages around town, the Superintendent indicated that the Public Works crews did not have an opening to fit them in for repairs at this time.
Superintendent Viens stated that when he and Craig Carrigan went to review the paving work for Willard Street they found that there would not be much of the remaining pavement left. Mike Perreault, Public Works Director was called and he decided that the Public Works would tear out the remaining sidewalks and curbs and the street will be paved completely. Berlin Water Works will pave the street with four inches of pavement and the remaining one inch required on Willard Street will be credited for the sidewalk and curbing replacement. On another note the Public Works Director approved Berlin Water Works to complete maintenance paving of service repairs that were previously cold patched.
There was no other old business at this time.
Under New Business:
a. RFP Financial Audit - It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to authorize the Superintendent to send out a request for proposal for the annual financial audit.
b. Approve Final Payment of NH DOT Green Street Project- The Board previously discussed this item and it will be moved to the October Meeting Agenda.
c. Under other new business, the Superintendent showed the Board photos of a trailer that had been looked at if we do the sewer project for the Federal Prison project, but it is on hold at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday October 15, 2008 @ at 12:00 pm at their 55 Willow Street Conference Room.
There were no Public or Board comments at this time.
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 Langlois, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 8:25 pm.
A True Record: ATTEST: ____________________________
Paul W. Poulin, Clerk of the Board
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