August 20, 2009
A regular meeting of the Board of Water Commissioners was called to order at 12:00 noon by Acting Chair Lucien Langlois. Commissioners present were Paul Poulin, Stephen Tardiff & ex-officio member Mayor David Bertrand. Also present for this meeting was Superintendent Roland L. Viens, Foreman Craig Carrigan & Lynne C. Lessard. Absent was Chairperson Richard Fournier.
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 July 15th, 2009 regular meeting.
Under the Berlin Water Works Monthly Status Report dated August 20th, 2009, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens & Commissioner Langlois attended a meeting at the City Hall regarding the acquisition of land near the BIDPA development.There is genuine concern about the protection of the wellhead and both feel it be best if the City owned the land to insure proper control.
2. Superintendent Viens & Craig Carrigan discussed the wall on Watson Street with the Board.The Board’s position was that BWW concentrates on our work first and if available, we would support the City.The Board & staff felt that the work we did early in the 2000’s did not have an impact on the wall on Watson Street.Public Works Director Mike Perreault emailed the Superintendent dated August 4, 2009.Primex, who is the insurer for both the Water Works & the City, looked at the wall and did not feel that BWW’s previous work was not a contributing factor and that we were not responsible.However, BWW had two openings by rearranging our schedule to help out the Public Works Department and both times fell thru because PWD forgot to schedule it with their crew.
3. Superintendent Viens informed the Board that we had a visit from Diane Roy of the NH Labor Department.She stopped at Goebel Street and wrote BWW up for a trench excavation violation.At that time, she was unsure if a penalty would apply.BWW does have a crew leader who enforces safety Superintendent Viens will contact Dave Witham of Primex to discuss this situation.
4. The next phase at the Ammonoosuc Treatment Plant has been completed by extending the roof.The Superintendent believes that the cause of the water seepage into the plant was from when the building was built.Additional work will be required to replace the damaged flooring materials inside several of the rooms in the Plant.
5. Superintendent Viens informed the Board that we are out for bids for improvement to the outside of the M&M Garage.
6. Superintendent Viens informed the Board that we are cutting trees at the Godfrey Dam to comply with the NH Dam Bureau.The deadline is September 1st. 2009.
7. Superintendent Viens informed the Board that the meeting with the the US Forest Service to review the future Godfrey operating permit has been indefinitely postponed. At this time, BWW will continue to operate with the same permit.The purpose of this meeting was to negotiate a possible new permit fee. Superintendent asked Mr. Odell Tucker of the US Forest Service to provide information for the Board as to what surrounding areas are paying.
8. Superintendent Viens informed the Board that we had our fourth water line break of the season today on Norway Street.
9. The “PAX” mixer was installed in the Lancaster Tank. The Tank was drained, cleaned and inspected.Test probes are installed and are continuing to collect data. If additional funding is available, BWW will consider mixing in Ramsey Storage Tank and/or Cates Hill Storage Tanks. Superintendent Viens will be in contact with PreLoad to discuss possible future interior work in the tank. Superintendent Viens also had a call from Bob Mann of NHDES who has been talking to other distribution systems regarding Berlin’s “PAX” system.
It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to accept and place on file, the Cashier’s Report for period ending July, 2009.
Under Old Business:
a. Wind Farm Access – David Brooks Proposal – Escrow Account for legal expenses and two gate installations on right of way: The first step is to establish a dollar amount for an escrow account and have Mr. Brooks open an account. Berlin Water Works then may draw down from his account as we work on this project. The Board suggested $10,000.00 and it was moved by ex-officio Mayor Bertrand, seconded by Commissioner Poulin, with all in favor, to authorize Superintendent Viens to write a letter to Mr. Brooks.
b. Gravel, Sand & Crushed Stone Issues & Jericho Lake/State RV Park Gravel Issue – Status: Superintendent Viens & Craig took a ride and one of the pit sites have been left in poor condition from Dillon Logging. Superintendent Viens continued to say that we truck sand so we are going into the next step to put more man hours and equipment in the non construction season in the State park and we can leave the pit in better condition. The suggestion is that part of the easement would be to take crushed sand and stone. What we would do is we would assign the crew for how many hours and equipment and possibly hire a person with a crusher and pay him to crush rock. We accumulate all those costs and assign a cost per cubic yard and when we use it charge it to the projects. This would
be through the winter months.
c. Godfrey Dam repair project – Loan & Grant Application/Engineering: This item was previously discussed during Superintendent Viens report. However Gregg MacPherson from Rural Development indicated that Rural Development can fund this request in December 2009. Superintendent Viens asked Mr. MacPherson if we have money left from the old RUS grant, would we be able to use those funds for the walk bridge, but Mr. MacPherson said no.
d. Stimulus Funding Application – NHSRL and USDA RUD – Contract Status: Superintendent Viens said that NHSRL (State) is that the State has agreed us to allow us to sign an engineering contract with Provan & Lorber. There is synergy between these projects (NHSRL & RUS) if we do this together, we would only have one meeting per month for all four projects. The combination of design & construction package with not to exceed is $51,915.00. Superintendent Viens requests the Board to sign the Contract with Provan & Lorber. Superintendent Viens & Craig have
spoken with Art York Surveyors and are ready to survey streets. We only have three (3) streets designed at this time. BWW would do the design and Provan & Lorber would review and revise. It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to authorize the Superintendent enter into and sign the contract with Provan & Lorber. RUS Contract, we only have a contract for the environmental study. We are not yet ready for an engineering contract. We are still filling out information for RUS.
Superintendent Viens met with BWW Attorney Paul Desjardins, and have met with some banks regarding anticipated notes to pre-finance the $1,025,000. Form 1940-1 which means that we got the package has been received. The City Council has had the first reading of the resolution.
e. Brown Farm Well head Protection Geo Insight – NHDES Grant awarded $19,978 – Status: Spending has commenced. We marked the site for 6 (six) wells and they have been installed. Next week they will begin the sampling.
f. LT2ESWTR & Stage 2 DBP & Lead & Copper – Status: First Sampling in September: Superintendent Viens informed the Board that in anticipation of that, we started flushing hydrants this week.
g. BWW Building Upgrade Plant – M&M Garage Status: This topic was already reviewed during the Superintendent’s report. It was moved by Mayor Bertrand, seconded by Commissioner Poulin, with all in favor to authorize the Superintendent to proceed with the bid process.
h. Ammonoosuc Treatment Plant – Proposal – Child Advocacy Center Status: Superintendent Viens informed the Board that a representative from CASA called to thank us for our cooperation however they are in the process of acquiring an alternate location in Lancaster.
- i. BWW & PWD Interdepartmental Services Report – July 2009: There was no work by either department. No report to issue.
- Provan – Lorber – USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status – Amendment to Contract for Bore Insurance: Superintendent Viens and the Board have already spoken about the Lancaster tank mixing system. As far as the borings, we finished the high pressure line for River Street and Rocky Lane. On River Street and Madison Avenue, we still have work to do. We are talking to the boring contractor and are awaiting a proposal.
- FY2010 Budget Review – Possible Adjustment for Stimulus Project Work and additional fall temp employees & Equipment Pavement Cutter: Superintendent Viens informed the Board that we purchased a pavement cutter from Fastenal for $5,764.00 and are going to purchase a trailer from Tractor Supply for $529.00. The pavement cutter that we used for years has been broken and parts are unavailable we have been using the City’s unit.
k. Other Old Business: It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to authorize the Superintendent to purchase a used 1998 21 Ton Trailer and a 10-wheeler truck in the amount of up to $33,000. Superintendent Viens informed the Board that we hired Richard Taylor for temporary help. It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to have the Superintendent post a job opening for a full-time employee. It was moved by Commissioner Tardiff, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent hire another temporary employee.
New business:
a. New Phone System: Our old “Merlin” phone system “crashed” and has been replaced with a NEC DSX-40 system provided by MCCT, Inc. from Belmont, NH.~ Total cost was approximately $3,400.~ This system has many more options than the previous telephone system.
b. Hours for John Arsenault: It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to authorize 80 more hours for John.
c. It was moved by Mayor Bertrand, seconded by Commissioner Poulin, with all in favor, to have Superintendent Viens publish the news release to inform the public that we have been awarded a $3,000,000 NH State Revolving Loan and submitted applications to the USDA Rural Development for an additional $4,000,000. for water main improvements and also another $900,000. for improvements at the Godfrey Dam.
There was no other new business or communications at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday, September 16, 2009 at 6:30 PM at 55 Willow Street.
There were no Public or Board comments.
The Board did not enter into a non-public session.
It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:15 pm.
A True Record, Attest:
Lucien Langlois, Acting Clerk of the Board
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