April 6, 2009
Chairperson Richard Fournier called a work session meeting of the Board of Water Commissioners to order at 12:00 noon. Commissioners present were Paul Poulin, Lucien Langlois, Robert Delisle and ex-officio member Mayor Bertrand. Also present for this meeting was Superintendent Viens, Lynne C. Lessard and Mr. Robert Vachon.
Berlin Water Works FY08 Audit Review with Robert Vachon: Mr. Robert Vachon from Vachon, Clukay & Co., PC. met with Board to discuss the FY08 Audit. Chairperson Fournier apologized for not having an exit interview with him for past audits. After a lengthy discussion, Mr. Vachon informed the Board that our FY08 audit had no significant findings/issues and audited adjustments were down from the previous year and that the accounting has improved for this past audit. He also stated that the Water Works is financially strong. He spoke with his staff prior to this meeting and they had no problems with continuing to perform our audit. Mr. Vachon is interested in submitting a proposal for FY09, FY10 & FY11. Mr. Vachon also gave
the Board an Analysis of Billing from 2002 – 2009 which indicated increases over the past several years from the Audited Proposal vs the actual cost expended.
Superintendent Viens will review the Request for Proposal dated October 20, 2008, which Vachon, Clukay & Co., did not want to participate due to numerous factors from the FY07 Audit such as new accounting policy procedures and errors from the NDS General Ledger system and the fact that it cost their department significantly more than the proposal submitted. Superintendent Viens said that we could have negotiated a new cost for all their efforts.
Superintendent Viens will review the Proposal to update and include items such as increased Force Account Work and that we need to state that we will be applying for stimulus money. We need to include verbiage for additional work and standards for State & Federal Regulations. The auditing firm’s who are interested would be able to negotiate vs. rate in the proposal for these separate issues. Superintendent Viens will have a revised draft for the Board review and approval for their April 15th meeting.
When reviewing interested applicants, we need to look at cost and quality of work so that we solely don’t base the selection on just the financial cost and also of the advantage of having the same auditor.
Continuing Force Account work is necessary to balance our budget. BWW charge out rates was discussed and the increase in Audit Proposals should be funded thru force account work.
Mr. Vachon left the meeting at 12:38 pm.
Amendment #1 Contract with Provan & Lorber – Railroad Crossings & Tank Work (BWW02-1): It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to have Chair Richard Fournier sign Amendment #1 Between BWW & Provan & Lorber from the existing contract for modifications in services and payment of Engineering to have them work with BWW to help spend the remaining $432,300 Rural Development Funds.
Godfrey Dam Contract – Provan & Lorber: It was moved by Commissioner Langlois to proceed with Provan & Lorber to continue discussions regarding the Godfrey Dam, seconded by Commissioner Poulin. Funding Request for the Godfrey Project would be submitted as a stand alone project possibly thru Rural Development. In order to make sure this process proceeds, Berlin Water Works will fund this project until other funds become available. A contract with Provan & Lorber is not ready for the Boards signature.
Well Grant Application: Superintendent Viens informed the Board that City Manager MacQueen has signed the application for the well head protection for the matching (19K) Funds/Grant.
Resolution for NHSRL for FY09 - $3million & Review USDA Rural Development Option: The Board instructed Superintendent not to reject either of the funding agencies and not to apply for just one funding source. Superintendent Viens told the Board about his conversation with Richard Skarinka, NHDES, regarding the NHSRL. In one section of the agreement, the word “Bond” appears. Mr. Skarinka insured Superintendent Viens that this total package is Loan and not a Bond. As if this were to be a bond, then BWW would have to have the City Sign all applications. Mr. Skarinka suggested to the Superintendent that he should contact our attorney to receive an official response. It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor, to direct the Superintendent
to continue negotiating, contingent on Attorney Desjardins opinion.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, April 15th, 2009. This will be Commissioner Robert Delisle’s final meeting as a Board member as his term expires May 1st, 2009 and he is not interested in being reinstated after 11 years of service. The Board was handed a Ward 4 voting list with names and addresses as the Chair has asked each of the members & Superintendent to make a short list to see who may be interested and qualified to replace Commissioner Delisle.
There being no further business to come before the Board at this time, it was moved by Mr. Delisle, seconded by Commissioner Langlois, with all in favor to adjourn this meeting.
The meeting did so adjourn at 1:12 PM
A True Record: ATTEST:__________________________
Paul W. Poulin, Clerk of the Board
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