December 17, 2008
A regular meeting of the Board of Water Commissioners was called to order 6:30 pm 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 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 November 20, 2008 with a minor correction to the spelling of Mr. Russo's name.
Under the Berlin Water Works Monthly Status Report dated December 12, 2008, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that the staff has been compiling data on projects completed this year and have provided the Board with a summary of work completed in 2008. This information also provides the basis for planning 2009 work and the staff met today to work on future projects. Some of the work completed this year was the Federal Prison Water Line Project, Western Avenue south of Mink Street and the Green Street NHDOT Project. Superintendent also noted that the final payment for the NHDOT project has been paid. The staff has consolidated the map showing the old six inch unlined pipe and the remaining two inch and small diameter lines. There are approximately a half mile of small diameter pipe and approximately ten miles of unlined six inch pipe remaining to
be replaced. Board asked what criteria is used to determine the streets that need priority work with the limited EPA Grant and Rural Development Funds that are remaining. They were told that it is based on hydraulic flow, breaks and past history of problem areas. Superintendent Viens stated that another future project would be a change in the water line from Peavey Lane to Eighth Street on Main Street.
2. For information purposes the Superintendent informed the Board that in March 2008 the paving cost was $48.00, November 2008 it was $74.00 and now that the plant is closed the rate is $65.50.
3. The Board had discussed safety issues at the last meeting and the Superintendent stated that we had six reported incidents in the last twelve months, some did not involve monetary claim.
4. Brookside has been completely metered it was done in two phases, the information following metering has show a decrease of 9% for one billing quarter and 13% for a second quarter less than the average estimate we billed before metering the accounts. Board suggested that the Superintendent contact the Brookside Park Manager to determine if the units are all occupied at this time.
5. Board reviewed an insurance cost summary sheet prepared by Office staff regarding liability, unemployment and Workman's Compensation insurance premiums. The cost has been less with Primex the present insurance carrier.
6. Superintendent Viens informed the Board that staff will be getting a reading at the pump house for the Federal Prison project site, the water has been shut down for the winter.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to accept the Berlin Water Works Monthly Status Report dated December 12, 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 November, 2008 following a brief discussion about payroll items, the lay off of all temp employees and possible rental of heavy equipment.
Under Old Business:
a. Godfrey Dam & Transmission Line Status: Superintendent Viens stated that since the last meeting the covers for vents and blow offs have been installed on fifteen of the stand pipes, boulders have been placed on either side of the vents and blow offs to protect them also we repaired a few minor leaks. The remaining work involves installing two covers and then putting the stainless steel rods and locks on all the covers. The present map of the pipeline will be updated following completion of the remaining work on the pipeline. This item will be removed from the agenda.
b. Federal Bureau of Prisons - Water Service Metering ($12,306.34) & Proposed Sewer Project Status-Final Report: Berlin Water Works received the last payment from the Federal Bureau of Prisons and the contract is now closed. This item will be removed from the agenda.
c. Brown Farm Well Head protection Geo Insight Proposal Matching Funds/Grant Status: Superintendent had nothing new to report. The Board asked who is in charge of the grant application and the Superintendent stated that Geo Insight is working with Pam Laflamme the City Planner, if we do not hear anything this month the Superintendent will call Geo Insight for a status report.
d. LT2ESWTR & Stage 2 DBP & Lead and Copper - First Sampling in September: The Mayor questioned the results of the recent tests, the results are suppose to be under 10 and Berlin Water Works met that number once and have been over on more recent tests. The Board suggested that the Superintendent contact Rick Skarinka at NHDES to gather information of other municipal tests results for the raw water testing, and the scale used for test results. This new testing is required by EPA and NHDES serves as our agent, there is no penalty for test results above 10 at this time.
e. Wind Farm Access - Update - Security Gate Installation: The gate is in the Berlin Water Works shop and staff will try to paint and install it in the next month.
f. Review Miscellaneous Service Charge Rates: The Superintendent distributed a spreadsheet showing the history of the miscellaneous service charges. The Board briefly discussed the present rate for turning water off and turning water on at the curb, it was decided that the fee should increase from $20.00 to $40.00. The Board stated that the rate change would be effective July 1, 2009.
g. BWW Building Upgrade Plan Status-Church Street Completed and M&M Garage Start: Superintendent Viens showed the Board pictures of the completed work at Church Street Pump Station. The work has started on the M & M Garage next door to the office; the staff has been building the wall on the Hillside Avenue side of the property. The next plan is to remove the attached sheds on the garage building located at the rear and side of the building, staff has already obtained a demolition permit to complete the work.
h. Review Temp/Summer Help Status: This was previously discussed tonight under the Cashier's Report.
i. Approve Final Payment for NHDOT Green Street Project - $129,666.68 Status: This item was previously discussed under the Berlin Water Works Monthly Status Report; Superintendent Viens informed the Board that we had submitted a pay request for $71,000 from Rural Development for reimbursement of the final payment.
j. BWW & PWD Interdepartmental Services Report - November 2008: Superintendent informed the Board that the staff had reviewed the report and Berlin Water Works is not spending down the amount owed by the Public Works Department to the Berlin Water Works. Staff has suggested contacting the Public Works Director, Michael Perreault to ask if we can obtain salt/sand mixture for our sanding purposes; then we could subtract the cost of sand on the Interdepartmental Services Report.
k. Public Works Dept. & Berlin Water Works Task Force - Status: Nothing to report at this time. Mayor Bertrand stated that it will be discussed after the first of the year the subject was brought up at a Council Work Session to determine cost savings if departments are merged. Superintendent Viens stated that a good project for Berlin Water Works and Public Works to work on would be the infiltration study; it would be a good test of interdepartmental planning and working together. Mayor agreed with the idea and said he would bring it to Council for their input.
l. BWW Audit information-Status: Vachon-Clukay will do the FY 2008 audit for Berlin Water Works. Bob Vachon said that he will talk to Berlin Water Works following the FY 2008 audit in regards to future audits. Superintendent Viens spoke to the manager at Linda M. Roberts & Associates PC here in Berlin about doing the annual audit for Berlin Water Works; they will review the specifications for our audit and will let us know if they could complete the audit for us. We have been in contact with Gorham Water Works to find out who they have for auditors and we are gathering information for future audits. The City of Berlin did award the FY 2009 Audit to Vachon-Clukay there was an increase in price of 15% that is partly due to changes in State standards for
audits.
m. 183 Jericho Rd -no letter received to date. Item to be removed from the agenda.
n. 381-383 Burgess Street and 385 Burgess Street: Superintendent Viens and Craig Carrigan looked at the properties and they are two separate properties, we sent a letter to the owner explaining our policy of billing. This item will be removed from the agenda.
o. Christmas luncheon - Friday 19th: Noted by the Board item will now be removed from the agenda.
p. Other: Superintendent Viens discussed with the Board a model for testing new rates and a new rate structure for water billing. Chairperson Fournier asked that the Board be given information to review before the work session meeting on January 14, 2009. Superintendent Viens stated that the information would be prepared for the Commissioners on January 9, 2009.
There was no other old business at this time.
New Business:
a. Horne Brook Water Rights: It was brought to the attention of Superintendent Viens that City of Berlin Water Works has a lease (water rights) on land surrounding the former Keene Reservoir and Bean Brook Reservoir. The area was part of the 1925 water system and was mainly for fire protection. The water was gravity fed, chlorinated and not filtered before entering the Berlin Water Works Distribution System. The dams are no longer present they have all been breached. We have been asked to sign off on the water rights to the land as the land may be part of a conservation easement in exchange for wetlands obtained by the Federal Prison project. Superintendent Viens met with Patrick MacQueen, City Manager and Pamela Laflamme, City Planner to review the maps and the location
of the lease land. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to retain the lease for the water rights in Success as they are now recorded. Superintendent Viens stated that he did tell the individuals that it is only our opinion that the City of Berlin Water Works should retain the lease it is the final decision of the City of Berlin as Berlin Water Works does not own property.
b. Charge out rate for Instrumentation Specialist-The Board had a brief discussion about Berlin Water Works employees working outside of the City of Berlin and it was determined that Superintendent Viens should call Primex to find out if we are covered by insurance when we have employees work outside the City of Berlin.
c. Approve Chemical Bid Results - December 12, 2008: the Board approved the Chemical bid results showing the JCI Jones has been awarded the bid for Sodium Hydroxide 25% at bid price of $1.77 and for Sodium Hypochlorite 15% at $1.67 for amounts of 1,000-1,999gallons, at $1.43 for amounts of 2,000-2,999 gallons and at $1.17 for amounts of 3,000 - 3,000+ gallons.
d. Other: Mayor David Bertrand briefly discussed the extension of Water and Sewer on Route 110. The City of Berlin is planning to have preliminary engineering completed for the extension of a sewer line on Route 110 in preparation for possible infrastructure funding from the Federal Government. Superintendent Viens stated that the Berlin Water Works could generate a plan in house for the extension of the water line on Route 110, but he stated that staff is unsure what revenues will be generated by the extension and whether it would be paid for over time by development in the area on Route 110. H E Bergeron Engineers has submitted a preliminary figure of $6.2 million for the project. Superintendent Viens stated that he thought the City of Berlin should plan a sewer project for the Federal Prison
if the Federal Funding for infrastructure projects does become available. The Federal Prison is already being constructed and will generate revenue for the City of Berlin both in sewer usage and water usage. Jeff Malecha of the Federal Bureau of Prisons contacted Superintendent Viens last week to talk about the prison project.
Under other the Board also discussed the vandalism to two windows at the Berlin Water Works Office building and suggested that some lighting be added to the back of the building for security.
There was no other new business at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, January 21, 2009 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 8:40 PM.
A True Record: ATTEST:__________________
Paul W. Poulin, Clerk of the Board
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