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Minutes 06/17/2009
 DRAFT                                                        June 17, 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.   Absent from this meeting was ex-officio member Mayor David Bertrand. Also present was Superintendent, 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 Tardiff with all in favor, to accept and place on file, the Minutes for the May 20, 2009 regular meeting with a revision to page five changing Commissioner Delisle to Commissioner Poulin.

Under the Berlin Water Works Monthly Status Report dated June 12, 2009, Superintendent Viens reviewed the following with the Board:

  • Superintendent Viens stated that the Board had awarded the audit contract to Melanson, Heath & Co. PC and that the office has been told that they would be arriving August 24, 2009.  As a follow-up to the contract we were told that there may be an adjustment to the price based on the extra forms and reporting requirements for the stimulus funding.  Superintendent Viens stated that it would not affect the FY 2009 Audit as no stimulus money has been received as of today.  Superintendent Viens stated that Richard Skarinka of NHDES has told us that we could proceed with purchasing the sign for the project, but the Staff will purchase after July 1, 2009 so as to start in FY 2010.  The sign required for the stimulus funding must be 4’ x 8’ and will be purchased by Berlin Water Works.
  • Superintendent Viens reviewed the current work status.  The crew has encountered ledge on Abenaki Lane they completed about one third of the street last week but have now run in to shear ledge.  The staff will hire a driller to drill holes up the remaining street so that the Berlin Water Works Excavator will be able to more effectively break up the ledge.
  • Superintendent has placed the order for the PAX agitator system for the Lancaster Street Storage Tank on trial, if the system works we will pay the $30,100.00, if it does not work it will be removed and sent back.  
  • Meter installation has been ongoing, there are approximately 26 meters remaining to be replaced the majority are large size meters that may need resizing.  The Flows for May are at .8 million a low number for the month of May.
 
A safety access platform has been installed at one of the tanks at the Ammonoosuc Treatment Plant Facility; it is constructed out of aluminum and stainless steel and bolted together.

It was moved by Commissioner Poulin, seconded by Commissioner Tardiff with all in favor to accept the Berlin Water Works Monthly Status Report dated June 12, 2009.

After a brief discussion of present finances it was noted that we are building up reserves to make the August Principal and Interest Payments on the ’93,’94 and ’95 Bonds. 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 May 2009.  

Under Old Business:

Water and Assessment Rates – Status –Superintendent Viens stated that there had not been many comments on the change in the Assessment Structure from step to lineal, the major complaint was from the North Woods Mobile Home Park Coop and they are going to try to limit the usage in the winter months.  Superintendent Viens stated that he had contacted Greg Corrigan regarding help to set up the water rate structure based on the three formulas developed to best match the current water rate prices.  At present our software company Northern Data Systems is not able to accept a mathematical formula or more than 24 different rate items in their present set up.  Both Chairperson Fournier and Commissioner Tardiff suggested that the Superintendent contact Elvis Houle they both had experience with his work at their places of business and   they found he was available and reasonably priced.

Godfrey Dam repair project –Loan & Grant application/Engineering /ER Amendment- Superintendent Viens spoke to Tom Moore form the Forest Service and he said the maintenance permit should be completed this week.  Godfrey Dam project needs an Environmental Review that could be completed by Provan & Lorber, Inc. for a fee of $6,740.00 as Amendment #1 to the Engineering Contract.  Also needed in amendment #1 to the Engineering Contract for the Design, Build and Bid Package for a Pedestrian Bridge at the Godfrey Dam in the amount of $15,980.00.  Superintendent Viens stated that Berlin Water Works is paying for the work at Godfrey Dam until the Rural Development Application for $900,000 is approved.  Being a federal agency they will require an engineering firm to complete the environmental review.  The second step of Amendment #1 requires the building of the pedestrian bridge at the Godfrey Dam; it will require going out to bid for the Design/Build of the bridge.  Chairperson Fournier stated that one of the specifications should be that the contractor be part of the HUBZone Empowerment Contracting Program in New Hampshire.  The HUBZone area covers Coos County and part of Hillsborough County and part of Grafton County.  It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor to authorize the Chairperson to sign Amendment #1 with Provan & Lorber, Inc. for the Environmental Review and the Design Build for the pedestrian bridge with the condition that the contract for building the pedestrian bridge is awarded to a HUBZone business.

Stimulus Funding Application Resolutions – NHSRL and USDA RUD (ER Amendment):  Superintendent Viens stated that he received good news from Richard Skarinka today, the Governor signed the Loan Package for Berlin Water Works we were the first package signed by the Governor.  Chairperson Fournier has signed the loan agreement with NHSRL and it was mailed back to NHDES.  On another note the NHDES forgot to send out the environmental review before we receive any of the Loan Package.  Now we have to post the environmental review in the newspaper (Union Leader and Daily Sun) and then we have to wait a period of thirty days to allow for comment.  This will put the dig date for the NHSRL project at about July 20, 2009.  Chairperson Fournier stated that a press release should be prepared regarding the stimulus funding applications and projects here at Berlin Water Works.  Superintendent will draft up a press release for the Board’s approval. Under the same topic of Stimulus funding    Rural Development is also requiring an Environmental Review for the $4,000,000.00 application package.  The Environmental Review could be completed by Provan & Lorber, Inc. for an amount of $5,000.00 through an agreement between Owner and Engineer for Professional Services.  Superintendent Viens stated that Greg MacPherson had approved working with Provan & Lorber Inc. for the Environmental Review.  It was moved by Commissioner Langlois, seconded by Commissioner Poulin to sign an engineering agreement with Provan & Lorber Inc. in the amount of $5,000.00 for the Environmental Review of the RUD Application to replace Water Mains and to negotiate a price for future engineering by Provan & Lorber, Inc.

Brown Farm well head protection Geo Insight – NHDES Grant awarded $19,978 Status:  Superintendent Viens met with Todd and Dave McLain from GeoInsight and walked the well head protection area.  They have discovered two other test wells and will use them for their investigative study.  GeoInsight has contacted Pamela Laflamme, City Planner and suggested that the location for the future city sewer lift station is within the protected well head protection area.  The Board discussed the items that were found at Hexaport, Superintendent Viens stated that the State had arrived on site the day it was reported and the by the next day all the barrels of oil were sealed and removed, the soil was excavated and wrapped in plastic it is still on site.  It was noted by The Chairperson that the Pellet Plant has downsized their original plans for the Industrial Park; the location of the pellet plant was also of concern for the well head protection area.

Ammonoosuc Treatment Plant Proposal Child Advocacy Center:  Superintendent Viens stated that there is nothing to report.

BWW & PWD Interdepartmental Services Report – May 2009:  City of Berlin Public Works Department has paid off the outstanding bill for the excavator work by Berlin Water Works.  Public Works department is working with Berlin Water Works, the BWW crew recently helped repair a wall on Guilmette Street, and Public Works has paved Westcott Street and will complete paving of School Street by the end of the week.  BWW will compare the costs for paving between City of Berlin, Northern Paving and Central Paving quoted prices.  Chairperson Fournier asked about the price of asphalt, Superintendent Viens stated that the Public Works Dept and Berlin Water Works Dept. receive the same price it is $2.00 off per ton.

Route 110 Proposed Water and Sewer project & NHDOT Phase II-Status:  Berlin Water Works received a packet from NHDOT for Phase II, it was reviewed by staff today.  Superintendent Viens is working on a response to NHDOT for next Thursday, there is a meeting in Concord and Michael Perreault, Public Works Director will bring the information for Berlin Water Works as the Superintendent is on vacation.  The route of Phase II will help Berlin Water Works eliminate some dead ended lines and replace some older water lines.

Provan & Lorber, Inc. – USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status – Amendment to Contract for Bore Insurance-This item refers to RUD Grant FY 2002.  The Forbush Water Storage Tank headers are half done, the PAX agitator has been ordered for Lancaster Water Storage Tank.  Test Borings for the Railroad Crossings are scheduled for June 30 and July 1, 2009 for both sides of the Dead River, Rocky Lane and the two crossings on Glen Avenue.  The Railroad requires additional insurance for the test borings and GeoInsight who was hired by Provan & Lorber, Inc. will have to pay $2,625.00 to cover the additional insurance requirements.  Chairperson Fournier suggested that negotiations with the Railroad may eliminate the additional insurance coverage.  It was moved by Commissioner Langlois, seconded by Commissioner Poulin to approve Amendment #2 to Owner-Engineer Agreement with Provan & Lorber, Inc. to cover the additional insurance coverage in the amount of $2,625.00. Superintendent Viens then informed the Board that the Bridge over Dead River was owned by the City of Berlin and in bad shape, it was a liability.  Berlin Water Works needs a bridge to access the water line and railroad crossings, the staff had called several contractors trying to find a bridge to rent for the project.  The project that Berlin Water Works is working on will be in three phases:  Phase I-Bore under the river, Phase II-Jack sleeves under the railroad tracks and Phase III – use grant money to replace water line along the railroad tracks.  The work would involve renting a bridge on three separate occasions and then it would not be available for maintenance work at future times.  Berlin Water Works approached Jericho Bridge a company of Isaacson Structural Steel and they presented a proposal for a new bridge.  Staff ordered a bridge last week, the Public Works Department will be responsible for the decking of the bridge and all safety issues including railings, we held a meeting with Barry Kelley, Mike Perreault, Craig Carrigan, Steven Lefebvre and Roland Viens and it was decided to put a hemlock decking on the bridge.  Bridge is scheduled to be installed and decked this week.  The bridge will be leased to own by Berlin Water Works, and will be charged to the project, first payment is $1,200.00.
  
FY 2010 Budget Approval – Review Possible Adjustment for Stimulus Project Work:  Superintendent Viens passed out some copies of amendments to the FY 2010 Budget.  He stated that once we receive the stimulus funding we would want to hire another crew at a cost of $80,000 for labor, $10,000 for fringe benefits and $150,000 for equipment.  The equipment would be a new trailer to move equipment, excavator, skid steer and pick up.  The Board put a hold on amendments to the budget until the time that we receive the stimulus money.  In speaking about equipment Chairperson Fournier wanted it noted in the minutes that the equipment of the Berlin Water Works should be cleaned, he stated that the employees were not cleaning up lunch items and coffee cups also tools are not in their proper place.  It was moved by Commissioner Poulin, seconded by Commissioner Langlois to approve the FY 2010 Budget in the amount of $3,100,027.00 as presented at the public hearing on May 28, 2009.

Radio Read Remotes – Connection Fee:  Superintendent Viens said he had nothing to report at this time.

Thawing Fee for second time during season, $300.00:  Superintendent Viens stated that he remembered the Board discussing the fee for a second time thawing but it was never in the form of a motion so it was not recorded in the minutes.  It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor to charge $300.00 for a second time thawing in the same fiscal year effective July 1, 2009.  The Board asked us to abate the previous charges of $300.00 to $150.00 to the two owners who were billed this year as it had not been recorded as a motion.
 
Other Old Business:
Superintendent Viens stated that we received a request from the Public Works Director to help with rebuilding of the retaining wall on Watson Street.  The Board agreed that it was not our responsibility to repair the wall; they did not agree that the water line installed in 2003 caused the damage to the wall but rather it was frost.  Superintendent was asked to negotiate with the Public Works Director for a time schedule that would not take away from “force account” work.  It was also suggested that Public Works may try to place the blocks with a backhoe.
  
Riverside Heights purchased 800 feet of 8” HDPE pipe and hired Berlin Water Works at charge out rates to fuse the pipe.  It was fused in two days then installed by Burke’s crews, then it passed the BWW pressure test, the line was chlorinated and we are waiting for the test results.  Chairperson Fournier asked what they measured for water pressure and Superintendent stated it was 42 psi the state requires at least 20 psi.

Sewer Project for Federal Prison:  Superintendent asked the Board if he should send a second letter to the City Manager, Patrick MacQueen with copy to Mayor Bertrand and Michael Perreault stating that we are still interested in installing the sewer line.   The Board suggested that the Superintendent draft a letter to be reviewed by the Commissioners stating that we still have an interest in the sewer line installation for the Federal Prison.

There was no other old business at this time.

New Business:

  • John Arsenault – approve 80 hrs:  It was moved by Commissioner Langlois seconded by Commissioner Poulin to authorize an additional 80 hours for John Arsenault.
There was no other new business at this time.

It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, July 15, 2009 at 6:30 PM.

Under Public comments David Brooks joined the meeting at 8:40 pm.  Chairperson Fournier stated that he should have set up the meeting so that he would be on the Agenda with the topics he planned to discuss.  Mr. Brooks apologized for the short notice for the meeting.  He stated that he had his wife send an email to the Superintendent after 4:00 pm today showing the requested deeded right of way.  He stated the first item for the Board was a request for a letter from the Berlin Water Works stating that they are accepting his project.  He stated that he needs a deeded right to access the property from the Berlin Water Works, before he can get any funding.  The company name is Loranger Power Company but Chris Loranger is not longer involved in the day to day decisions.   Mr. Brooks stated that he and his sister are making all the decisions for the company it was left in the name of Loranger Power Company as suggested by Public Service of New Hampshire (PSNH).  The plant is to send 3.2 megawatts to the power grid the amount allowed by PSNH.  The second item Mr. Brooks asked the Board was how much raw water could be supplied to him for an additional project, the Board responded about 1 million gallons per day.  The third item Mr. Brooks requested from the Board was a resolution stating that Loranger Power Company and Berlin Water Works would work together to reduce energy costs at the Ammonoosuc Treatment Plant Facility.  Mr. Brooks also stated that he would be interested in sharing security costs and programs with the Berlin Water Works.  Superintendent Viens stated that there would be consulting costs incurred with inquiring about having Mr. Brooks on our SCADA system.  A security camera system was mentioned by Mr. Brooks for securing the site.  Mr. Brooks again asked the Board if they could vote on a deeded right of way tonight and Chairperson Fournier asked that he present his request in writing addressed to Roland Viens and the Board of Water Commissioners so that they may act on his request. Mr. Brooks stated that he could meet with Superintendent Viens at the site for a walk through but it was suggested he send his request for right of way in writing first.   Mr. Brooks then asked the Board if the Board could pass a resolution for Loranger Power Company and Berlin Water Works to work together to reduce energy costs at the Ammonoosuc Treatment Plant Facility.  The Chairperson again stated that Mr. Brooks has to submit his request for the resolution in writing.  Mr. Brooks did ask for a statement from the Board and the Chairperson stated the Board is okay with working with your company to see you through this project.  Mr. Brooks left the meeting at 9:15 pm with the information that he would send his request in writing to Berlin Water Works soon.  The Board briefly discussed Mr. Brooks request and stated that they would review further upon receiving his written requests.
                                                                        
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 9:20 PM.

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