September 16, 2009
A regular meeting of the Board of Water Commissioners was called to order at 12:00 noon by Chairperson Richard Fournier. Commissioners present were Paul Poulin, Lucien Langlois and ex-officio member Mayor David Bertrand. Also present for this meeting was Superintendent Roland L. Viens, General Foreman Craig Carrigan & Debbie Baillargeon. Absent was Commissioner Stephen Tardiff.
There were no Public comments at this time.
Under Board Comments, Commissioner Poulin stated that Rita Smith of 117 York Street had called him regarding the construction activity of the Berlin Water Works; she cited noise, dust, and diesel fume issues. Superintendent Viens stated that Mrs. Smith had called the Berlin Water Works office also and when he returned the call she was not home so he left a message. Craig Carrigan stated that the crews will be starting work at 7:00 am next week rather than 6:00 am. Superintendent Viens stated that the activity at 51 Willow Street is ongoing during the day but work on the lot at York Street is late morning or afternoon it is the last activity of the day. The Board asked Superintendent Viens to contact Mrs. Smith to let her know the work day will be starting at 7:00 am next
week and that the construction season is nearing the end for this year. Superintendent Viens stated that relevant to this issue is the fact that the staff has considered using the lot at Rocky Lane/River Street for storing sand and gravel for next year’s projects which will be High Street, Willard Street and State Street, during school in, Berlin Water Works will work outside the school zone.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin with all in favor, to accept and place on file, the Minutes for the August 20, 2009 regular meeting.
Under the Berlin Water Works Monthly Status Report dated September 11, 2009, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens and Craig Carrigan met with Richard Huot, Jim Wagner and Richard Merrill of Northern Forest Heritage Park today and they will sign an easement for Berlin Water Works to install the 18” water main to be installed from Peavey Lane to Bridge Street bridge, the clearing of brush for the water main will be site prep work for the River walk area.
2. Superintendent Viens discussed the chart showing Water Produced and Billed. The trend is that the usage is going down which coincides with the declining population. The Institutional accounts are helping to keep the trend from being more steep.
3. Superintendent Viens and Craig Carrigan are in the process of getting proposals for a backflow preventor that operates on pulse flow because it would be more accurate for capturing consumption due to small leaks.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Berlin Water Works Monthly Status Report dated September 11, 2009.
It was moved by Commissioner Langlois, seconded by Mayor Bertrand, with all in favor, to accept and place on file, the Cashier’s Report for period ending August, 2009.
Under Old Business:
a. Wind Farm Access – David Brooks Proposal – Escrow Account for legal expenses and two gate installations on right-of-way—Letter dated September 2, 2009: Superintendent Viens stated that we sent a letter to Mr. Brooks requesting an escrow account be set up at the Board’s direction last meeting. Chairperson Fournier asked if there had been some response, Superintendent said no.
b. Provan-Lorber – USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status: Superintendent Viens stated that item 6h on the agenda was the same as this item. Superintendent Viens stated that we had a status meeting with Provan –Lorber, Inc. and DBU construction to review the boring at Williams St and Nibroc St. Nibroc has been scheduled for next week it will cost under $18,000; the pipe for the 16” sleeves has been ordered and some of it will have to be welded in the field. Williams St is more complicated, DBU will be here tomorrow to plot the course for boring, and we will share our test dig results to find the best path forward. The mixing tanks are complete and we are collecting data. The River crossing and Railroad Crossing for
the Rocky Lane and River Street project is complete except for paving. The future work for Madison Avenue and River Street was completed to coincide with the Rocky Lane/River Street project so this increased the spending from the Rural Development funds. Andy Sharpe of Provan & Lorber has contacted Gregg MacPherson on Berlin Water Works behalf to ask if the funds to complete the crossings at Williams and Nibroc streets may be taken from the FY 2009 Rural Development Funds the amount is approximately $40,000.
c. Gravel, Sand & Crushed Stone Issues & Jericho Lake/State RV Park Gravel Issue & Airport Sand– Status: Superintendent Viens & Craig Carrigan went to the Airport and found the pit nearly empty, Berlin Water Works may have enough sand for the next construction season but we would need all that is left at the Airport. Craig spoke to Eric Kaminsky, Airport Manager and asked him to save the sand for the Berlin Water Works and not grant the State’s request for sand. Berlin Water Works will have an answer from Mr. Kaminsky and the Airport Authority next week. Berlin Water Works will speak with Clinton Savage at the Jericho Lake State Park about gravel at the park. Harley Mason has spoken with Berlin Water Works and he is interested in purchasing a
rock crusher and would rent out his time and labor to crush rock for the Berlin Water Works at the State Park. Berlin Water Works would do our own screening. Michael Perreault has been notified that we would work with the City for a gravel supply.
d. Stimulus Funding Application – NHSRL and USDA RUD – Contract – Status: Superintendent Viens stated that there was a math error on the contract with Provan & Lorber it should read $58,905 not $51,915 as signed by the Board at the last meeting for the NHSRL water main project.
Superintendent Viens stated that he has a draft proposal from Provan & Lorber for an amendment to the engineering contract for the FY 2009 Rural Development Water Main Project. It will be brought before the Board next month when we have a final proposal. The fee will be based on the linear feet of pipe to be designed and installed. Superintendent Viens thought that Paul Desjardins, Esq. was responsible for the Bonds Requirement Package for FY 2009 Rural Development Water Main project but has recently found out that David Barnes of Devine Millimet is responsible for the Bond Requirements Package; we are waiting for his package to complete the requirements. The board briefly discussed bank proposals for a revenue anticipation note and line of credit for the Rural Development Project, since Laconia Savings was
the only bank responding the Board agreed to go with their proposal.
In regards to the NHSRL project the crew is working on the second phase of Goebel Street north of the Foundry. The first few days of phase two, the crew hit some hard ledge we have since broken through and have had high bottom but it is going well. The crew found that one of the two valves at Goebel and Mason Street is open ended, the previous construction crew had forgotten to remove the box, and also there is a large drain line in the work area. The second crew is following behind the first crew installing services the work on Goebel may be completed next week with prepping for paving. The staff had previously planned to move to Spring Street next but have now decided to move to Burgess Street from Mason Street to Coos Street. The first block on Burgess Street from Mason Street to Grafton Street will be
completed and if time permits we will do the second section on Burgess from Grafton St to Coos St. Craig Carrigan stated that we plan to run the new water main approximately 6’ from the sewer line that was installed a few years ago. Chairperson Fournier asked if we had to inspect the sewers prior to water main installation and Craig Carrigan stated that we only have to inspect the sewers if we are blasting.
e. Brown Farm well head protection Geo Insight – NHDES Grant awarded $19,978-Status: Superintendent Viens stated that there was not much to report, Geo Insight has done some of the preliminary work and will begin testing soon. Commissioner Langlois asked what the testing involves, Superintendent Viens stated that the tests will show how Brown Farm well is impacted it creates a baseline that will be entered into a model.
f. BWW Building Upgrade Plan – M & M Garage – Status- we went out to bid for the upgrade we received two bids, the lowest bidder was Don Fortier of Fortier Home Repair, he has started power washing the building and will prime and paint the building.
g. BWW & PWD Interdepartmental Services Report – August 2009: There has not been a lot of interdepartmental work in terms of cost.
h. Provan – Lorber – USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status – Amendment to Contract for Bore Insurance: this item was previously discussed under item 6b.
i. FY2010 Budget Review – Possible Adjustment for Stimulus Project Work and additional fall temp employees & Equipment Pavement Cutter: Superintendent Viens informed the Board that the pavement cutter we have works very well, we purchased a trailer to put it on and the trailer went on sale a couple of days after the purchase so we received a refund for the sale amount. The staff has two suppliers with two different machines one is a 1997 Komatsu 200 which has 5,775 hours for $44,000, we can rent for one month to try the machine and the rent amount would be applied to the purchase if we decide to keep the Komatsu. The second machine is a 1994 CAT 320 with 4,650 hours. Our CAT 315 presently has 5,300 hours. The CAT 320 is listed on line for $36,000 but we have been in
contact with the owner and he is asking $30,000, he is located in Wells, ME. Staff thought we could send a Berlin Water Works employee with AD Excavating’s low bed to inspect the CAT 320 and purchase if it is in good condition. Chairperson suggested that Berlin Water Works contacts Roger Drouin to drive down with Berlin Water Works to inspect the CAT excavator. Superintendent Viens stated that last month the Board had approved the purchase of a used truck and trailer, the trailer was purchased and the truck was not. The staff decided that it was more important to purchase an excavator. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to authorize Superintendent Viens to go to Wells, ME with Roger Drouin to negotiate for the CAT 320 excavator with the owner provided all the documents are in order with no liens on the excavator.
j. Other Old Business: there was no other old business at this time.
New business:
a. Berlin Water Works FY 09 – Expenditures (7/1/08 to 6/30/09): Superintendent Viens pointed out that the FY 2009 roll up showed 6% over budget. First big hit item was utilities at 119%, included in this amount was electric, LP gas, fuel oil and construction fuels. Second big item is Materials and Services at 127% this included a larger fleet, more equipment maintenance, Godfrey Transmission Line work and legal costs for the damage to the Transmission line by Dillon.
b. FY Omnibus Appropriations Act - $388,000 Federal funding – Scoping required: Superintendent Viens stated that Berlin Water Works has received the package to complete and submit to EPA. The challenge for the funding is the scope of work to be completed. There are several choices for funding:
1. Water Mains and Services – we presently have almost $9,000,000 for this work. The previous funding is down to approximately $815,000 and some of this has been expended this month.
2. Brown Farm Well improvements- remove all of the Brown Farm well pumps and drives from the Androscoggin Treatment Plant to create a smaller footprint for the well. Most communities that have wells have the pump located inside the well. A second option is to have a second well this has been discussed with Andy Sharpe of Provan & Lorber he can propose an estimate for reviewing the above options. Chairperson Fournier asked if we should find another location for a well this may also be included in the proposed option.
3. Mixing Systems for the remaining water storage tanks.
4. Hydro Project – The Board reminded the Superintendent that some of the preliminary work has been completed for a hydro project.
Superintendent Viens stated that he would like to list two or three items in the scope for the Application package. After a brief discussion the Board agreed that the Hydro Project and the Well Project were the best options at this time.
c. Proposed Prisoner Work Program – draft letter dated September 17, 2009: Superintendent Viens asked Craig Carrigan to address the Board, Mr. Carrigan explained to the Board that Corporal Charles Hillsgrove had come to the Berlin Water Works and spoke with both he and Steve Lefebvre asking if there was work available for the prisoners at the Northern NH Correctional Facility. A few of the projects mentioned were snow removal at each of the hydrants following a storm, brush clearing and lawn cutting at the pump stations and treatment plants. The prisoners would have their own supervision all we have to provide are the tools for the work for example shovels for the snow removal. The Board agreed that it was a good program. It was moved by Mayor Bertrand, seconded by
Commissioner Poulin, with all in favor to send a letter of interest to Lieutenant Emerson at the Northern NH Correctional Facility stating that Craig Carrigan will be the contact person at Berlin Water Works for the work program.
The agenda was amended to cover item 7e at this time.
e. BWW Grade III Job Posting- Status: Berlin Water Works posted the job opening in union we only received two bids from two of the temporary employees, both employees have been with us for at least five years but Jay Grenier already has his Distribution 1 license. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to hire Jay Grenier on Monday, September 21, 2009. It was agreed by the Board to review the budget quarterly.
d. Department of Labor Inspectors Report – Letter dated August 28, 2009: Superintendent Viens referred to the letter from the Department of Labor; he stated that he has asked for an informal conference to discuss the violation. Superintendent Viens plans to discuss the training and improved safety record of the Berlin Water Works as stated by Dave Withum of Primex. The Board agreed that either the Mayor or one of the Commissioners should attend the informal session with Superintendent Viens next Tuesday at 2:00 pm in Concord.
Superintendent Viens informed the Board that on Tuesday, September 15, 2009 at 1:45 pm an inspector came to the Berlin Water Works to inspect all the work areas. The City Manager had been called and was aware that the Labor Department was going to be in Berlin. The inspector cited a few items and we are awaiting the results of her inspection. One of her points was that there should be more than one person working at the Ammonoosuc Treatment Plant, Marc Bergeron the operator at the plant told her that all maintenance work is done when two people are present.
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, October 21, 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 Langlois, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:20 pm.
A True Record: Attest:_____________________________
Paul Poulin, Clerk of the Board
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