March 18, 2009
A regular meeting of the Board of Water Commissioners was called to order at 12:00 pm by Chairperson Richard Fournier. Commissioners present were Lucien Langlois, Paul Poulin and Robert Delisle. Absent from this meeting was ex-officio member Mayor David 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 the February 18, 2009.
Under the Berlin Water Works Monthly Status Report dated March 13, 2009, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that Andy Tuthill of Colds Region Research Laboratory called regarding the flooding that occurred on West Milan Road at some of the residents homes. He agreed with the findings of Berlin Water Works that the Godfrey Dam was not responsible for the flooding; Superintendent Viens also told him that the rivers course must have been changed in the past. Chairperson Fournier also noted that Harley Mason and another individual from Milan are working to change the course of the river to eliminate any flooding problems in the future.
2. The Board reviewed a list of materials that were recently purchased by the Staff for the upcoming Construction season. The prices bid this year are about 20% less than the prices last year for materials.
3. Superintendent Viens stated that the three letters requesting funding were sent to Senator Gregg, Senator Shaheen and Representative Hodes, copies are included in the Board packets for their information.
4. Superintendent Viens told the Board that he had received a call from Rich Lougee who works in Senator Gregg’s office; Berlin Water Works has received $400,000 in FY 2009 EPA Grant funds. The funds will be used in next year’s construction program.
5. Superintendent informed the Board that the Staff had received bids for a skid steer and trench roller from Pro Quip. The trench roller is the same one that Berlin Water Works rented last year for compacting trenches the amount of the rental we paid last year of $6,000 was taken into consideration in the selling price. If Berlin Water Works is awarded the Grant/Loan package that we have applied for, the equipment could be purchased.
6. Berlin Water Works has received the updated Loss Management Safety Manual from the City; Superintendent Viens will review the Manual with the Supervisors who will then review with all the full time employees, and when the temporary workers start work the Supervisors will review the manual with them. All the reviews will be signed off in the manual. The Board members were each given a copy of the manual for their information.
7. Berlin Water Works has replaced one of the monthly water test sites it was moved from Wight Street to Mannering Street and it was approved by NHDES.
8. The Superintendent informed the Board that the City has posted the vacancy at Public Works to replace Rene Gagnon.
9. Superintendent Viens wrote to Gregg MacPherson of Rural Development and he has approved the change of scope for the present Loan/Grant money remaining of approximately $400,000. The scope change includes three railroad crossings and stainless steel headers and specialized valves for water storage tanks similar to the system in the Coulombe Pond Water Tank. Craig Carrigan had a good solution for the tank valves and headers using HDPE and a wet tap that will be very cost effective.
10. Berlin Water Works reframed door opening and then hired to have a new garage door installed at the 51 Willow Street garage; staff will install T 11 siding around the new door this spring.
11. Staff has sent out letters to thirty customers to have them make an appointment for meter replacement before March 26, 2009 or we will turn off their water service, these customers have received at least two letters in the past and have not scheduled an appointment yet.
12. Staff repaired a leak on Riverside Drive last week it was a substantial leak and had been leaking for some time.
It was moved by Commissioner Poulin, seconded by Commissioner Delisle with all in favor to accept the Berlin Water Works Monthly Status Report dated March 13, 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 February 2009 following a brief discussion.
Under Old Business:
a. Wind Farm Access – David Brooks Proposal: Mr. Brooks has not followed up with a letter as he said he would at last month’s meeting, nothing to report at this time.
b. Water Rates-Status: Superintendent and staff spoke to Sam Evrard of Northern Data Systems, the office software provider and he said there would be no problem with the proposed assessment rate changes but the proposed water rates would require more changes. Superintendent Viens will rework the draft for the newspaper news release for customers to explain the change to the assessment rates. The Board discussed the hydrant and customer fee, if the customer is a water user the hydrant fee and customer fee will be included in the water rate. For customers that do not have water use they will have a hydrant fee and customer fee. Staff plans to change assessment for the May 2009 billing quarter.
c. Godfrey Dam repair project – RFP-Review/Selection: The Superintendent informed the Board that he had received a letter from the NHDES Dam Bureau regarding three major issues 1. Debris on the spill way, 2. Brush and trees on each side of the dam and 3. Concrete decay. The first two items must be completed this year and the third is to be resolved by next fall. Superintendent Viens passed out a copy of the RFP sent to engineers to each of the Board members. He went over the selection process which states that the engineer is selected based on experience and then once the engineer is selected the separately sealed envelope with the quoted price is opened. The only sealed envelope opened is for the selected engineer the other two would be returned to the remaining
engineers unopened. The Board members each gave their choices for the engineer for the Godfrey Dam project and all agreed on the order of selection. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept the order of selection as follows: 1) Provan-Lorber, 2) Horizon and 3) HEB.
d. Stimulus Funding Application – Status: Superintendent sent in a pre-application for two NH State Revolving Loans (NHSRL) $2,000,000 for water main projects and $400,000 for the Godfrey Dam resurfacing project. Richard Skarinka of NHDES called the Superintendent and told him the $400,000 pre application is not acceptable, it does not fit the criteria for a NHSRL. The word is that 270 applications have been submitted totaling requests for $250,000,000 but that there will only be about $20,000,000 available in funding. Bill Hounsell called the Superintendent and stated that there is legislation that will allow up to 75% grant and 25% loan on USDA Rural Development grant/loans.
e. Brown Farm Well head protection Geo Insight Proposal Matching Funds/Grant- Status: nothing to report at this time.
f. Ammonoosuc Treatment Plant – Proposal –Child Advocacy Center: Superintendent Viens stated that he had a letter stating that all other Child advocacy centers have their own liability insurance; a center is not opened until it has liability coverage. Superintendent Viens also distributed a cd provided by Child Advocacy Center for each of the Board members to review. Staff has to determine a price per square foot to charge for use of the facility. The Chairperson asked who would be responsible for janitorial work for the rented offices at the Ammonoosuc Treatment Plant; the Superintendent will ask the Child Advocacy representative. The Board will discuss this again next month.
g. BWW & PWD Interdepartmental Services Report – February 2009: The Board briefly discussed the report stating that Public Works is missing out on an opportunity to do some work on BWW vehicles.
h. Red Flags Rule – Sign policy that was approved February 18, 2009: The Board signed the policy. This policy will be reviewed annually.
i. BWW FY 2008 Audit Approval (Collateralization of Savings)-Status: The Board approved the Audit and asked the Superintendent to set up an exit interview with the auditor Bob Vachon. The Board briefly discussed collateralization of savings.
j. Final Draft Easement for Riverside Heights Development water lines – For Comment/Approval: The Board asked who had prepared the easement and Superintendent Viens told them that it was prepared by BWW Attorney Paul Desjardins with consult from Tom & C Realty’s attorney. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to accept the Easement for Riverside Heights Development.
There was no other old business at this time.
New Business:
a. FY 2010 Budget Draft – (Eight month actual and four month trailing): Superintendent Viens informed the Board that the draft will be updated for the next meeting. Large print was requested.
b. Credit Card Policy Approval: The Board discussed the draft policy and stated that it was good to have a policy on file. Chairperson stated that the four credit cards under Berlin Water Works should be signed not with the name of the individual but with “Photo ID Required”.
c. Review and approve Construction Charge out Rates: The Board discussed the presented rates and stated that the Superintendent should have two rates one for Superintendent and one for Engineer. It was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor to accept the Construction Charge out Rates for 2009-2010 Construction season.
d. Emergency Manual – Review/Approve: Superintendent Viens stated that the copy the Board received is about 75% to 80% complete; he has continued to work on the manual. The Board asked where copies of the manual would be posted, the Superintendent stated that he and the supervisors would have a copy, a copy would be posted at the Treatment Plant, the Board would have a copy and a copy is going to NHDES. The Chairperson suggested that a copy be sent to the Police Chief, Fire Chief and Laura Viger. Superintendent Viens stated that the deadline for submitting to the NHDES is March 31, 2009. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to approve the Emergency Manual subject to updates.
e. The agenda was amended to cover the Provan-Lorber change order for work on the railroad crossings and water tank systems. Superintendent Viens stated that it is expensive to work with the railroad as they request Geo Tech to do bore samples for soil analysis, and will require boring and sleeves for the water line installation. The order of work will be to completed 1) Forbush tank header 2) railroad crossings and 3 )Lancaster water tank improvements. The Board tabled signing the amendment until next month pending news on stimulus funding.
f. Employee Review: will be moved to closed session.
There was no other new business at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, April 15, 2009 at 6:30 PM.
There were no Public Comments at this time.
Under Board Comments Commissioner Delisle stated that his term expires on May 1, 2009 and that he will be stepping down. The Board thanked him for his service to Berlin Water Works over the last eleven years.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to enter into the non-public session under RSA 91-A:3II (a) Personnel – Wages and – Grievance and RSA 91-A:2I(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 7:59 PM. At about (8:36 PM by unanimous roll call vote, it was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor that the Board returns 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 8:37 PM.
A True Record: ATTEST:__________________
Paul Poulin, Clerk of the Board
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