November 20, 2008
A regular meeting of the Board of Water Commissioners was called to order 12:14pm by Chairperson Richard Fournier. Commissioners present were Lucien Langlois, Paul Poulin, Robert Delisle and Ex-officio member Mayor Bertrand. Also present was Roland L. Viens, Steven Lefebvre & Lynne C. Lessard.
Under Public Comments Alan McLain spoke to the Board regarding water & sewer service for land that is being purchased on Route 110. Chair Fournier instructed Mr. McLain to submit a formal letter request to the Superintendent so that it would be placed on the agenda to be documented and reviewed in an official capacity. Also it was recommended that Mr. McLain do the same to Michael Perreault, Public Works Director regarding a future sewer connection.
Mr. John Russo of 183 Jericho Road spoke to the Board regarding his water bill. This property was shut off 3-yrs ago and questioned why he still receives a minimum bill. Chair Fournier & Superintendent Viens explained that the fire protection is to help support maintenance/operating cost. Mr. Russo also stated that he may qualify for assistance thru the revitalization grant from André Caron, Housing Coordinator however; he owes money on that property which may disqualify him. Chair Fournier instructed Mr. Russo to submit a formal letter request to the Superintendent so that it would be placed on the agenda to be documented and reviewed in an official capacity.
There was neither Public nor Board Comments at this time.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Minutes for October 15, 2008.
Under the Berlin Water Works Monthly Status Report dated November 14, 2008, Superintendent Viens reviewed the following with the Board:
1. Several beavers have been trapped on the Godfrey Transmission Line Road.
2. Superintendent Viens reported to the Board that water mains installed to date are approximately 6,779 lineal feet. Of this, 1,400 lf of 6" cast iron pipe was eliminated.
3. A holiday luncheon is scheduled for December 19th, 2008, 12:00 noon at Sinibaldi's Restaurant for BWW employees.
4. Brookside Park is all metered now and preliminary numbers show that we have lost between 9 & 13% revenue from the non-metered accounts.
5. All of the Michie Corp. blocks have been received and that Church Street Pump Station is the first on the list for landscaping.
6. Work on Godfrey repairs and finishing up the air vents is in progress and should continue for about another week.
7. We are going thru a process of collecting data for an up-to-date drawing of the Raw Water Transmission Main "approximate profile" - Godfrey Dam to Old Ammonoosuc WTP Drawing. Superintendent Viens also discussed a review of up-coming planned work at Godfrey that was reviewed with Tom Moore from the US Forest Service
8. Superintendent Viens informed the Board that we have received $12,306.34 from the Federal Bureau of Prisons for Amendment #01 for 10" turbo meter, 10" strainer and transmitter.
It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor to accept the Berlin Water Works Monthly Status Report dated November 14, 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 period ending October, 2008 noting that the Disbursement column should be fixed to read October, 2008 instead of September, 2008.
Under old business: At this time, Chair Fournier amended the agenda under old business to include the approval of the State Revolving Loans payments due in December. It was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor to approve payments for SRL #01 in the amount of $97,647.67, SRL #03 in the amount of $50,717.19 and SRL #04 in the amount of $124,389.14 for a total amount of $272,754. At this time, Superintendent Viens informed the Board that also in December payments for the Caterpillar 420e Backhoe in the amount of $12,844.12, the Komatsu Loader in the amount of $21,461.52 and the Komatsu Excavator in the amount of $48,587.15. Please note that the heavy equipment figures were not readily available for the Board;
however, the Board had authorized the "lease/purchase" agreements and was aware that yearly payments must be met. It was recommended that these payments also be included on future agenda's for Board approval.
The Board returned to the original agenda.
Under Old Business:
a. Godfrey Dam & Transmission Line Status: This topic was discussed during the Superintendent's Report.
b. Federal Bureau of Prisons - Water Service Metering ($12,306.34) & Proposed Sewer Project Status: This was already covered during the Superintendent's Report, but the Superintendent told the Board that the pump station started up on Tuesday. A temporary generator was brought in and the entire system was filled using 600,000 gallons of water and we will submit a bill for usage. Also the entrance to the facility was widened and paved.
c. Brown Farm Well Head protection Geo Insight Proposal Matching Funds/Grant Status: The City of Berlin has authorized the Planning Department to move forward and the application for a NH Department of Environmental Services Local Source Water Protection Grant and to pay for Geo-Insight to perform a delineation study to better define and protect the aquifer has been submitted. Superintendent Viens reviewed a letter dated October 30th, 2008 from Horizons Engineering regarding the aquifer protection. It was agreed by the Board to send a copy of this letter to Pam Laflamme, City Planner and to City Manager MacQueen.
d. LT2ESWTR & Stage 2 DBP & Lead and Copper - First Sampling in September Status: E-Coli monitoring tests results were 10CTS/100ml being the MCL (maximum level) to require Crypto Testing. Most of the tests so far are 10 and above.
e. New Tie-In for Riverside Manufactured Home Park on Riverside Drive Status: The water & sewer is completed for the low pressure on Riverside Drive. As there should be no immediate further information on this topic it may now be dropped off the Board's agenda.
f. BWW Building Upgrade Plan Status: Superintendent Viens informed the Board that the garage work has been completed. Church Street has been resurfaced & enhanced and Michie Corp. blocks still have to be set. We are in the planning stages of demolishing the additions on the M&M building. Steve Lefebvre applied & received the demolition permit. Superintendent Viens will contact Andre Caron, Housing Coordinator & also that NHDES may want to check the land for contaminations.
g. Review Temp/Summer Help Status: At this time, we only have two temporary employees working and will be laid off next week.
h. Approve Final Payment for NHDOT Green Street Project - $129,666.68 Status: Superintendent Viens informed the Board that a check was made for $129,666.68 to NHDOT. Superintendent Viens stated that when the State has their audit, this amount could change. From that payment amount, $71,051.46, which was agreed upon at an earlier meeting, was submitted to Rural Development Grant Office for reimbursement.
i. BWW & PWD Interdepartmental Services Report - September 2008 Status: Superintendent Viens informed the Board that an Oil Burner Maintenance Agreement thru the union has an employee that is qualified and licensed to inspect our boilers annually.
j. Other: There was no other business at this time.
New Business:
a. Primex 2009 Workers' Compensation Member Contribution: Superintendent Viens said that last year we paid $15,056.00 and that this year will be $11,535.00for a savings of $3,521.00. Some of this is due to a lower employee head count on the payroll. Also he said that he received today, the annual Primex Property & Liability Statement. Last years amount was $26,317 and this years amount of $27,477 for an increase of $1,160.00. The loss ratio indicates that we have a higher incident for workers compensation over the last three years. We only have a small crew and our goal is to reduce injury rate. Chair Fournier expressed his concerns regarding the percentage loss ratio for injuries even though we are a small group. It was moved by Commissioner Poulin,
seconded by Commissioner Delisle, with all in favor to have Chair Fournier & Superintendent Viens enter into a multi-year agreement with Primex.
b. Red Flag Rule: Congress passed a law to have organizations develop written policies to reduce identity theft. The water industries did not think that it pertained to this service but was since determined that utilities must comply. The deadline was extended to include utilities and compliance is now May 1st, 2009. Superintendent Viens will draft a polity to have the Board review and approval and to update and approve annually.
c. Public Works Department & Berlin Water Works Task Force: After a lengthy discussion, Chair Fournier stated that BWW is concerned and we cannot afford to upset our financial process and that we are concerned for the Superintendent's involvement as it would take away his leadership for the "force account projects". Water Works has never seen the financial & specific information regarding the Sewer Department. Mayor Bertrand will contact City Manager MacQueen.
d. NHDES Annual Dam Fee $400.00 - It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize payment.
e. BWW Audit Information - Regarding the FY09, FY10 & FY11, proposals were sent to six auditing firms, as we used the same list as the City's proposals. Out of the six firms, only one, Melanson Heath & Co from Manchester responded. Superintendent Viens informed the Board that our current auditors, Vachon, Clukay & Co. are not interested in providing a proposal for next three years audits for various reasons stated in their letter dated November 7, 2008. The Board was informed that we have since upgraded the General Ledger. The City has received two quotes, one from Vachon & Clukay and also from Melanson Heath & Co. The Board suggested that we contact Lynda M. Roberts, CPA to see if she may be interested or may be able to
suggest other parties that may be interested. If so, then we will re-open the bid process in order for BWW to get the best quality work for a reasonable price.
f. Hyster Fork Truck Purchase - At this time Chair Fournier recused himself and Commissioner Poulin was appointed acting Chairperson. Richard Fournier of Cross Machine successfully bid on a 2005 Hyster propane fork lift at the Groveton Mill auction for the Berlin Water Works. It was moved by acting Chair Poulin, seconded by Mayor Bertrand, with all in favor, with Richard Fournier abstaining, to authorize payment in the amount of $6,238.82 for the purchase of the Hyster. The Chair position was returned to Mr. Fournier.
g. 183 Jericho Road - Mr. Russo was here at the beginning of the meeting for Public Comments and the Board responded by having him write a formal letter to the Superintendent.
h. 381-383 Burgess Street & 385 Burgess Street - Mr. & Mrs. Fortin called the office with a complaint on November 5, 2008. Superintendent Viens will send a letter stating that we are reviewing their complaint as to why they are being billed quarterly even though the water is off. These properties were purchased from the City.
i. FY08 Depreciation Schedule - The Board agreed with the Superintendent to reduce the amount of line items in the Depreciation Schedule. We will have the auditor delete all items under $5,000.00 from the "Book Net Value" which amounts to $152k. The total Asset Value is $34,000.00.
j. Other and Communications - there was nothing at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, December 17, 2008 at 6:30 PM.
There were no Public-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 Langlois, seconded by Commissioner Poulin, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:35 PM.
A True Record: ATTEST:__________________
Paul W. Poulin, Clerk of the Board
| 
