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Minutes 05/20/2009
May 20, 2009

A regular meeting of the Board of Water Commissioners was called to order at 6:30 pm by Chairperson Richard Fournier.~ Commissioners present were Lucien Langlois, Paul Poulin and Stephen Tardiff and 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 Poulin with all in favor, to accept and place on file, the Minutes for the April 15, 2009 regular meeting and the minutes for the work session on May 13, 2009.

~~~~~~~~~~~ Under the Berlin Water Works Monthly Status Report dated May 15, 2009, Superintendent Viens reviewed the following with the Board:

  • Superintendent Viens informed the Board that Berlin Water Works had purchased a trench compactor and dump truck these two items will be discussed under new business.
  • We are continuing work at the Ammonoosuc Treatment Plant on the drainage problem, Hill Street Construction was hired to do some of the work on drainage and on cladding the fascia boards on the building because they are in bad shape, they will not require any further maintenance.  
  • Berlin Water Works received some complaints about the construction material gravel and sand piles located at River Street, York Street and Goebel Street.  Superintendent Viens informed the Board that the material stored on York Street is gravel and does not present a heavy dust problem.  We had communication from Jonathan Edwards who had also contacted the City of Berlin regarding the York Street site on behalf of tenants in the area.  Superintendent Viens stated that he had met with Mrs. Rodrigue and explained to her that we should be not be working at the site early in the morning most of the work will be at the end of the day.  The materials at Goebel Street and Rivers Street have been covered with tarps and rubber tires.  The Board asked if the locations could be changed for material storage but Superintendent Viens stated the sites were chosen to eliminate travel time. Commissioner Tardiff mentioned that a private property owner complained about materials stored on his property in the Highland Park area, Superintendent Viens stated that we thought it was on City of Berlin Property, we will be done in the area soon.
  • Berlin Water Works received a request from Public Works Department to help with the rebuilding of a retaining wall on Watson Street.  They are asking that we supply an excavator to help with the placement of pre cast concrete blocks.  The Commissioners asked what work will be involved and how much time would be required.  Superintendent Viens stated that the materials for the wall have been ordered but we do not have a time line.  The Public Works has asked us to help because they have determined that when Berlin Water Works installed a water line in 2003 between the retaining wall and a tree on the triangle of land owned by the City that we affected the structure of the retaining wall, Berlin Water Works staff does not think the water line construction contributed to the damage of the retaining wall the area of the wall was pointed out to the commissioners by Superintendent Viens on a wall map in the Board room.   Chairperson Fournier stated that “Force Account” work is our priority.  The path forward is for the Superintendent to call Mike Perreault, Public Works Director to obtain a schedule and sketch of the work to be involved with the repair of the wall.
  • Public Works Department has been absorbing more of the paving work for Berlin Water Works and they may use paving box to pave School Street.  Berlin Water Works will complete water line installation on School Street in a week to a week and a half; the street will need to be paved immediately to avoid wash out due to it being a steep street.  If Public Works Department is not able to complete the paving Berlin Water Works will contact Central Paving.  Commissioner Langlois stated that there may be a problem with Northern Lights Housing if we get any amount of rain because the water could run into the electrical room of the complex; Superintendent Viens stated that he would check out the area tomorrow.  Berlin Water Works has a skid of sand bags ready to use if we have to divert water from buildings to prevent damage.
  • The Status Report states that we have fifty remaining meters to be replaced but with the work of staff the number is down to thirty two today.
~~~~~~~~~~~ It was moved by Commissioner Poulin, seconded by Commissioner Tardiff with all in favor to accept the Berlin Water Works Monthly Status Report dated May 15, 2009.

~~~~~~~~~~~ Superintendent Viens informed the Board that we had submitted two pay requests to EPA and one to Rural Development in the amount of approximately $60,000 today.  It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for period ending March 2009 following a brief discussion.  

~~~~~~~~~~~~~~~~~~~~~~~ Under Old Business:

  • Water and Assessment Rates – Status and North Woods Mobile Home Park:  Superintendent Viens stated that the most significant complaint about the new assessment rate structure was from the North Woods Mobile Home Park.  The history of their account shows them paying the maximum amount of $1,600 for assessment each quarter under the previous assessment structure; under the present lineal assessment the charge was $3,369 for the May 2009 quarter.  Two representatives of the Mobile Home Park met with Roland and discussed the present quarter billing.  It was determined that the May 2009 Quarter has historically been the highest usage quarter, residents in the park run the water in the winter months to prevent their water lines from freezing under the trailers.  The staff discussed heat probes with the representatives as an option to the running water during the winter months.  If Running water issue is corrected, the park will realize a cost saving overall with water and sewer billing.  The Board placed under advisement the information about the North Woods Mobile Home Park.
  • Godfrey Dam repair project –Loan & Grant application/Engineering Contract:   Superintendent Viens stated that the contract had been signed with Provan & Lorber Inc.  A Rural Development Grant application for $900,000 has been submitted and the City of Berlin signed a resolution for the application at the Monday, May 18, 2009 Council meeting.  Berlin Water Works will send a copy of the resolution to Gregg MacPherson with a copy of the application signed by the City Manager tomorrow.  Superintendent Viens stated that the Board had received a copy of a letter to the White Mountain National Forest in the packet for this meeting.  The meeting with the Berlin Water Works, Provan & Lorber Inc. and the White Mountain National Forest is next week.
  • Stimulus Funding Application Resolutions – NHSRL and USDA RUD Status:  Superintendent Viens stated that two USDA RUD grant applications have been submitted and one for NHSRL.  The Berlin Water Works has contacted Attorney Paul Desjardins regarding our ability to borrow the money from NHSRL, he is awaiting information from Judge James Michalik, former attorney for Berlin Water Works.  Richard Skarinka and Robert Mann both representatives of NH DES have stated that there will be more paper work involved with the NHSRL than there has been with our previous six loans.  Davis- Bacon reports will have to be submitted; Superintendent Viens asked if the reports could be submitted with the monthly pay requests, he is awaiting an answer.  The time frame for receiving the funds from NHSRL has been moved from June 1, 2009 to possibly June 15 or June 30, 2009.  Due to the time change Berlin Water Works staff has decided to work on Abenaki Lane, in 2005 we did some intersection work at Main Street and Abenaki Lane and we plan to return to Abenaki to replace the unlined 6” cast iron pipe with 8” DI or HDPE.  The funds for the Abenaki Lane project will be from EPA Grant FY 2004.  Staff also plans to work on Forbush Tank headers next week.  The Superintendent has a bid from Bore Tech for directional drilling underneath the brook for the River Street project but will get additional bids as required by Rural Development for crossing the brook.  The Board asked if we were going to be on Railroad land when we install the water line from River Street to Rocky Lane and the Superintendent stated that it will be on City of Berlin land.   The only involvement with the railroad will be when we jack underneath the railroad tracks to install a sleeve for the new water main.  The goal is to install as much of the 12” water main as we can now so that we can be reimbursed for the materials then we will do the final connections once we have jacked the sleeves under the railroad tracks.  Superintendent Viens received a call from Gregg MacPherson or Rural Development, the stated that the original loan and grant package was for five years, now it will be for only three years, but he did state that we will be able to file for an extension after two and a half years if we have not yet expended the application amount of $4,000,000.
  • Brown Farm well head protection Geo Insight – NHDES Grant awarded $19,978:  Superintendent Viens received an email from Dave MacLean of Geo Insight asking who the primary contact person is.   It has been suggested that Pamela Laflamme, City Planner should be the contact person with all correspondence copied to BWW Superintendent.
  • Ammonoosuc Treatment Plant – Proposal –Child Advocacy Center:  Superintendent Viens stated that there is nothing to report.
  • BWW & PWD Interdepartmental Services Report – April 2009:  Superintendent Viens stated that the report may be zeroed out for the next meeting, as Public Works Director has requested an invoice for the amount outstanding.  Superintendent Viens stated that Lucien Couture has been chosen to replace Rene Gagnon who retired in March of this year.
  • Provan-Lorber – Amendment # 1 for USDA RUD Grant – RR crossings:  Superintendent Viens informed the Board that the survey work had been completed this month by York Land Services LLC, for the three jackings under the railroad tracks.
  • Draft Budget FY 2010 Final Draft -Public Hearing for budget at City Hall on May 28, 2009 at 6:00 pm. Mayor Bertrand suggested that we supply a copy of the Berlin Water Works Budget History Chart to residents at the Public Hearing.  Chairperson Fournier stated that all Commissioners are requested to attend the Public Hearing.
  • RFP Audit Deadline May 15, 2009 – Review Proposals:   Superintendent Viens distributed the proposals sent in by Melanson, Heath & Co. PC, and Vachon, Clukay & Co. PC the two bidders for Audit Proposals.  The proposals are for three years: FY 2009, FY 2010 and FY 2011.  The Board reviewed the highlights of each of the proposals and decided to accept the low bidder’s proposal.  The Mayor and Chairperson both agreed that it was advisable to go with the low bidder to keep the process of requesting proposals active.  It was moved by Commissioner Langlois, seconded by Commissioner Poulin with all in favor to award the proposal for Audit to Melanson, Heath & Co PC for Fiscal Years 2009, 2010 and 2011.
There was no other old business at this time.

~~~~~~~~~~~~~~~~~~~~~~~ New Business:

  • Primex –Property and Liability Renewal:  Superintendent Viens stated the price with Primex is less than it had been in the past with private insurance companies it is a good contract.  It was moved by Mayor Bertrand, seconded by Commissioner Poulin with all in favor to authorize the Chairperson to sign the renewal contract with Primex for Property and Liability Insurance.
  • Radio Read Remotes:  Superintendent Viens stated that the staff had some ideas on radio read remotes for new construction.  The subject was brought up when Riverside Heights approached the staff for meters for two homes that are being built.  The Board discussed charging for radio read remotes, Commissioner Tardiff asked if there was a pay back for installing radio read remotes and how many communities operate will all radio read remotes.  Superintendent Viens stated that Laconia had quite a few radio read remotes but he was not sure if they had installed the radio read remotes on all of their customer’s accounts he also stated that the pay back was minimal. Chairperson Fournier stated that the original reason for installing radio read remotes was for buildings that were difficult to gain access to for readings such as some of the former paper mill buildings.  All of the original meters were installed in 1977 by Bancroft, when they installed the meters they did not choose the easiest location for remote installation.  Berlin Water Works staff have been moving remote locations After a brief discussion it was determined that a connection fee should be established for new construction or for buildings that are totally refurbished. The staff will work on more information for the next Board Meeting.
  • Employee Review:   This item will be moved to closed session.
  • Under Other new business:  A brief discussion centered on the purchase of a dump truck from AD Excavating.  The truck is a 1989 Mack for $24,000 there was another person interested in buying the dump truck so Berlin Water Works had to move quickly.  It was moved by Commissioner Langlois, seconded by Commissioner Poulin with all in favor to approve the purchase of the 1989 Mack dump truck from AD Excavating for the amount of $24,000.  The Superintendent then mentioned the purchase of the trench compactor that was authorized at the work session on May 13, 2009.  It was moved by Commissioner Poulin, seconded by Commissioner Langlois to approve the purchase of the trench compactor from Pro Quip for the amount of $18,826.
 There was no other new business at this time.

~It was agreed by the Board that they would attend the Public Hearing at City Hall Auditorium on May 28, 2009 at 6:00 pm and to hold their next regularly scheduled meeting on Wednesday, June 17, 2009 at 6:30 PM.

There were no Public Comments at this time.

It was moved by Commissioner Langlois, seconded by Commissioner Delisle, 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 7:55 PM.  At about (8:20 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 8:21 PM.

~~~~~~~~~~~ A True Record:~~~~~~~~~~~~~ATTEST:__________________
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~Paul Poulin, Clerk of the Board