January 21, 2009
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 and Robert Delisle. Absent from this meeting was 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 Poulin, seconded by Commissioner Delisle, with all in favor, to accept and place on file, the Minutes for December 17, 2008. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Minutes for the work session on water rates held on January 14, 2009.
Under the Berlin Water Works Monthly Status Report dated January 16, 2009, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that the Early Running Water program was started last Friday. At present we have 123 customers running the water to prevent freeze-ups. The staff responded to 32 total calls for frozen water lines: 14 were inside, 10 were curb to building and 8 were curb to main. The total thaws completed by the staff were 11 electric thaws and 8 with hot water. The Superintendent stated that the plan for running water is to wait till we have a few freeze-ups before we start the running water program, this winter is proving to be colder than past winters. In addition to the 32 calls the staff responded to 9 customers called informing us that they had thawed their own lines inside during this same period.
2. The Stimulus package will be discussed later in the meeting.
3. The staff is completing inventory counts, meter reading is completed for the February 2009 Quarterly billing, and the staff will work on writing letters to the Senators and Congressman for consideration of funding for water line improvements.
4. Superintendent Viens distributed a draft letter prepared for Richard Skarinka, NHDES in regards to a change of scope for our present EPA Grant Funds. He explained to the Board that we are requesting changes to the scope of the remaining grant funds in order to complete present projects in regards to final paving and other changes to best disburse funds for remaining projects. The Board agreed with the letter. Two EPA Grants have been fully expended during the last construction season.
5. The Board discussed the sheds being demolished at the M & M garage and the problems with disposing of the materials with AVRRDD. Berlin Water Works did have all the materials tested for asbestos and had a letter affirming that the materials did not contain asbestos. When staff tried to bring the materials to Jericho Road transfer station they were refused because all items have to be separated. When they tried to bring the materials to the Mt. Carberry Landfill they were refused because they did not have lead test results. As of January 2009 there have been changes on item restrictions for disposal, all commercial items have to have been tested for lead paint and asbestos. The message given to Superintendent Viens for future disposal of materials is to contact all
offices before attempting to bring materials for disposal.
6. Staff has had communication with some residents on Spruceville Road in Milan following flooding. It was determined by Staff that the flooding was due to cold temperatures and large amounts of precipitation not from the Godfrey Dam operations.
7. Superintendent Viens notified the Board that Berlin Water Works had changed from LRGH for random drug testing of employees with Commercial Drivers Licenses to Androscoggin Valley Hospital (AVH). AVH was the one that use to gather the samples for LRGH.
8. A CPC computer that runs the Androscoggin Treatment Plant had to be replaced at a cost of $2,400. Berlin Water Works has had some problems with the RACO system. Also the problem with the RACO system is that it is presently a hardware system which is outdated the new system is software we have one bid from Electrical Installation Inc. to replace the RACO system for $3,700. The current problem was resolved by removing a circuit board from the Androscoggin Treatment Plant to replace the damaged circuit board at the Ammonoosuc Treatment Plant.
9. Staff has begun working on installing more radio read meter heads and are approaching the 100 mark of old meters that remain to be replaced. The effort now is to complete the meter installations and begin work on the larger meters over one inch.
It was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor to accept the Berlin Water Works Monthly Status Report dated January 16, 2009.
It was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier's Report for period ending December 2008 following a brief discussion about CD rates of interest. Chairperson Fournier informed the Board that he could supply staff with a monthly report of current rates in the surrounding area.
Under Old Business:
a. Water Rates-Status: Superintendent Viens recapped the work session meeting of January 14, 2009 regarding rate structure. The staff had prepared a spreadsheet with the current Berlin Water Works rates and compared it to Gorham water rates as they have a linear system based on rate per 100 cubic feet. When the analysis was completed we had a problem with the low end users and the high end users, the variance with the present rate system costs compared to the new analysis showed too large of a discrepancy in cost amount. Superintendent Viens stated that he had contacted someone outside the department who had furnished us with a formula through excel to work with the variance in cost amounts between the present block rate structure and a more linear structure.
The Board agreed to tentatively set up a meeting for February 11, 2009 to further discuss options for the rate structure. The Superintendent stated that the present goal is to set up the new rate structure to closely match the current costs charged to individual customers. A packet of information will be provided to the Board before the meeting.
b. Brown Farm Well head protection Geo Insight Proposal Matching Funds/Grant - Status: The Superintendent informed the Board that we have made the first cut, NHDES had three questions and Geo Insight responded for the Berlin Water Works and Pam Laflamme, City Planner forwarded the response to NHDES as a representative of the City of Berlin.
c. LTWESWTR & Stage 2 DBP & Lead and Copper - Status- The Superintendent distributed a chart showing the tests Berlin Water Works has completed to the present date. The Chart shows the two different points of test result acceptance level; the first is for source water from rivers/streams at 50 and for lakes/ponds at 10. The NHDES has not determined the status of our water source. The high test results are due to periods of high water. Superintendent Viens informed the Board that he and Craig Carrigan will soon be checking on the dam and possibly installing some of the covers on the blow offs and vents on the transmission line.
d. BWW & PWD Interdepartmental Services Report-December 2008: Superintendent Viens stated that Berlin Water Works has been getting sand and salt from the Public Works Garage and are waiting for billing from the Public Works Department.
e. Public Works Dept. & Berlin Water Works Task Force - Status: nothing to report at this time.
f. BWW Audit information-Status: the Office Manager has been in contact with the auditor working on the audit and things are going well at this point, they will be on sight in February to complete the audit. The Superintendent spoke to Lynda Roberts of Lynda M Roberts & Associates PC here in Berlin to ask if she would be available to do the audits for the Berlin Water Works, she responded that she would have to take further courses in order to complete the governmental items in the audit. The Office Manager and the Superintendent both met with Ms. Roberts at her office and asked if she would be willing to help us organize for the audit and to respond to the comments and corrections requested by the Auditors, she was open to the suggestion. After some discussion
by the Board it was moved by Commissioner Langlois, seconded by Commissioner Poulin with all in favor to establish a new policy for the present Water Commission and all future Water Commissions attend the exit meeting with the Auditor who completes the Fiscal Year Audit of the Berlin Water Works.
g. Horne Brook Water Rights - Status: Superintendent Viens stated that the City Manager wanted a request in writing for the City to respond to the water rights at the referenced area. The Superintendent did notify the individual who had originally contacted us that the City of Berlin is responsible for the water rights as Berlin Water Works is not the owner.
h. Under Other old Business: Superintendent Viens reviewed the two supplemental rate structure sheets that were in the Board packets for this meeting. He again stated that a linear rate structure creates problems for the low end users and the high end users and will review the new formula approach that has since been brought to his attention. The goal is to remove the present step rate structure system.
There was no other old business at this time.
New Business:
a. Approve interest payments for February's '93, '94, & '95 Water Bonds - $108,462.50: It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor to authorize payment of February's '93,'94 & '95 Water Bonds payment of $108,462.50.
b. Utilitronics, Corp. - Proposal for new tracing machine $3,399.00 and welding supplies: Superintendent Viens informed the Board that a supplier stopped by the office to demonstrate a new tracing machine; he is also the same supplier that currently repairs our present tracing machine. The technology has improved greatly; he also demonstrated a cartridge welding kit that can be used on all repairs or new construction involving water valves which provides continuity with a copper wire spot welded to either side of a valve or joint. It was moved by Commissioner Langlois, seconded by Commissioner Poulin with all in favor to authorize the Superintendent to purchase the new tracing machine for $3,399.00.
c. Approve Hours for John Arsenault: After a brief discussion it was moved by Commissioner Poulin, seconded by Commissioner Langlois with all in favor to authorize an additional 80 hours for John Arsenault and to change the pay rate to $35.00 per hour.
d. Under other new business: Superintendent Viens stated that the Spring Conference in Worcester, Massachusetts is scheduled for early April and would like to attend, the Board agreed to his attending the conference.
At this time, Chairperson Fournier amended the Agenda to add the following items to New Business:
e. Stimulus Package: NHDES sent out invitations to a meeting in Concord on January 9, 2009. There was a full house at the meeting, Superintendent Viens attended with Henry Noel, Pollution Control Director and City Manager Pat MacQueen was also present at the meeting. There are presently two bills being worked on the first was passed in the House but did not pass the Senate, it is being reworked. The second bill is being worked on also. There are no definite dollar amounts or methods of distributing the package yet. The thought is that the stimulus package will be distributed through the State Revolving Loan Program; they have a process in place that prioritizes projects and distributes loan money based on the priority list. Berlin Water works has
stamped engineering drawings and permits in place and are ready to dig. Chairperson Fournier suggested that we may want to write to the Governor or a State Senator to gain support for our projects by stating our financial status and the condition of the North Country. John Gallus, State Representative and Ray Burton, Governor's Council should be invited to attend a Board meeting so that we can explain our projects and the need to complete them based on our financial status and the fact that we will spend the funds to maximize the amount of water mains that we can install. Chairperson Fournier stated that he would call them to set up a time that they could meet with the Board.
f. Fire Department notification to Berlin Water Works on call supervisor: Superintendent Viens stated that the on call supervisor is notified by the Fire Chief or the crew when there is a fire.
g. Selling water to the Paper Mill: Chairperson Fournier was asked if Berlin Water Works could sell water to the paper mill in Cascade. They have been having problems with drawing water from the river for paper making because at certain times of the year the water has a high level of dirt. Superintendent Viens stated that we could supply up to one million gallons of water per day. Superintendent Viens to contact Steve Laperle to discuss possibility of supplying Berlin Water Works water for making the paper.
h. Oil & Gas contract: Chairperson Fournier stated that several local businesses had recently run out of propane and he did not want to see the Ammonoosuc Treatment Plant to have the same problem. He stated that the winter Standard Operating Procedure should include the monitoring of propane and oil levels and recording the levels, Superintendent stated that the staff does monitor the propane levels. A suggestion was made that Berlin Water Works should have a back up system or another source for propane and oil. Superintendent Viens stated that the Pump Stations do have electric back up.
i. Look at Paving Machine purchase with qualified operator at Public Works Department: Chairperson Fournier asked if the Superintendent would contact Michael Perreault, Public Works Director to see if he would work with Berlin Water Works if we purchase a paving machine, we would need his permission to have Brian King, an employee of Public Works to work with us in operating the paving machine it would be a joint effort between the two departments that would benefit both departments. Also it was suggested that the Superintendent contact Dave Rich about the value of the paving machine that Northern Paving was using.
There was no other new business at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, February 18, 2009 at 6:30 PM.
There were no Public-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 Langlois, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 8:30 PM.
A True Record: ATTEST:__________________
Paul W. Poulin, Clerk of the Board
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