DRAFT
October 21, 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, Stephen Tardiff & ex-officio member Mayor David Bertrand. Also present for this meeting was Superintendent Roland L. Viens, General Foreman Craig Carrigan & Lynne C. Lessard. There were no Public or Board comments at this time. It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept and place on file, the Minutes for the September 16, 2009 regular meeting. Under the Berlin Water Works Monthly Status Report dated October 16, 2009, Superintendent Viens reviewed the following with the Board:
1. George Pozzuto, Town of Milan Selectman, contacted Superintendent Viens inviting BWW to participate in a meeting with the State and town to review proposed work on the Ammonoosuc River to address the flooding issue on Spruceville Road next Thursday at 10:00am. His belief is that the river is restricting the flow and is trying to go back to its original path. He also has had several discussions with property owners Glenney & McKenzie, as there has been flooding issues in the past.
2. The Drinking Water & Groundwater Bureau of NHDES is updating the NH Water Rate Survey to determine the current average cost of water service throughout New Hampshire. We have completed the 2009 Survey and find that because BWW only took action on the Assessment portion of the water rates, the new average charge for water service using 3,300 cubic feet has been changed from $722.68 to $826.40 per year.
3. In a follow up letter dated September 28, 2009 to Mr. James Wagner of the Northern Forest Heritage Park regarding the easement for BWW to install the 18” water main from Peavey Lane to Bridge Street, Superintendent Viens writes that a copy of the survey map is attached for NFHP and is that meets their approval, we will have our Attorney Paul A. Desjardins draft up the required documentation and process as required.
4. BWW received a letter from Geo Insight dated September 30, 2009 to NHDES stating that the Second Quarterly Progress Report for the Brown Farm Well & Wellhead Protection Area for testing around wells & ground water states that BWW is in compliance.
5. Superintendent Viens informed the Board that we are going to switch over from the current backflow product that we have been installing in customer’s homes to a new UFR/dual check valve that will improve meter performance at very low flows. The cost is approximately $50.00 more per unit.
6. Superintendent Viens informed the Board that we are working with Arnold Drouin to install a hydrant near Isaacson Structural Steel on Jericho Road. Mr. Drouin is purchasing the materials and paying for BWW labor expenses involved with the hydrant installation.
7. Superintendent Viens informed the Board that a vehicle accident occurred while BWW was working on Goebel & East Mason Streets doing the water main tie-in. Our insurance company, Primex has investigated the accident and as a compromise/claim, BWW will pay 50% of the vehicle damage and a 25% split between the other two drivers. The Board suggested that BWW look at different approaches for safety to prevent future incidents.
8. Superintendent Viens informed the Board that we have begun to correct the anticipated Department of Labor requirements for bench grinders, lights & propane storage.
9. Superintendent Viens informed the Board that BWW has submitted our Report for the City’s Annual Report.
It was moved by Commissioner Tardiff, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Berlin Water Works Monthly Status Report dated October 16, 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 September, 2009. BWW’s CD will be maturing in December & prior to renewal, Superintendent Viens will look at all options including Bond funding, for the best investment return. Superintendent Viens also briefly reviewed the draft 3rd Qtr FY10 Budget & will be available to the Board for next month’s meeting. Under Old Business:
a. Provan – Lorber – USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status: Superintendent Viens met with Andrew Sharpe from Provan & Lorber & Mr. Robert Mann of NHDES to review the status of the project. The highlights of the meeting were that we are going to over run the old RUS project by approximately $50k to $100k. We are also negotiating the new RUS to pick up the remaining overage. On the positive side, we finished Rocky Lane & River Streets. Two 16-inch sleeves were installed on Western Ave/Nibroc Street and Western Ave/Williams Street. With the final bore under the retaining wall on Western/Williams Street DBU, the boring contractor has completed their work. We received a report from PAX Water Technologies, and the conclusion of the test was very positive. Water temperature
and chlorine residual in the Lancaster Tank is now uniform. A motion was made to approve and make payment to PAX based upon the Superintendent’s analysis and results of this report. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize Superintendent Viens to make the payment in the amount of $30,100.00.
b. Stimulus Funding Application – NHSRL & USDA RUD – Contract Status Amendment to Owner Engineer Agreement for Rural Development project in the amount of $89,330: We have an amendment to our engineering contract which the Board discussed last month. It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor to accept the Amendment from Provan & Lorber dated September 30, 2009 for Preliminary & Final Design Phase Services and Construction Phase Services for a total amount of $89,330. Superintendent Viens provided the Board with a spreadsheet detailing Provan & Lorber’s total contract for all outstanding Engineering work in the amount of $324,495, which covers $9m worth of water main installation and improvement work. Superintendent Viens also told the Board
that he received a copy of “The City of Berlin, New Hampshire General Obligation Bonds Preliminary Transcript together with the their Approving Opinion from David Barnes, of Devine & Millimet dated October 16, 2009 with the original to Gregg MacPherson, Senior Loan Specialist for Rural Development and copy also to City Manager Patrick McQueen. Superintendent Viens believes that this same bond process will also have to take place for the Godfrey Dam Project
c. FY2010 Budget – Review Possible Adjustment for Stimulus Project Work & additional Fall temp employees & equipment/pavement cutter: Superintendent Viens will review our 2nd Qtr.FY10 Budget to see if changes are necessary. Superintendent Viens stated to the Board that he purchased a Caterpillar 322BL Excavator in the amount of $24,000.00 plus $600.00 auction fee and & two trench boxes for $6,000.00 thru Yoder & Frey Auctioneers Inc. as part of SCI (Scott’s Construction Inc.) inventory/liquidation Auction. It was moved by Commissioner Poulin, seconded by Mayor Bertrand, with all in favor to adjust our construction rates to include the Cat 322BL at $130.00/per hr. Another auction will be held by Yoder & Frey Auctioneers on November 12, 2009 in Bow, NH. Superintendent Viens proposed to the Board that he and Craig visit the site prior to the 12th and report back to the Board to see if there is any equipment that should be purchased by BWW such as dump trucks, front end loader,
compactors, skid steers etc.
d. Approve by formal vote Loan & Line of Credit with Laconia Savings Bank for $4,000,000.00 USDA Application Requirements: A motion was made and moved by Commissioner Poulin, seconded by Mayor Bertrand to amend the agenda to read $1,025,000.00 for the Loan. It then was moved by Commissioner Poulin, seconded by
Commissioner Langlois, with all in favor to authorize the Line of Credit in the amount of $1,025,000.00 and also for the Line of Credit with the Laconia Savings Bank.
e. Gravel, Sand & Crush Stone Issues, Jericho Lake/State RV Park Gravel Issue & Airport Sand – Status: After a brief discussion with the Board Superintendent Viens will update the Board next month. At this time, 1:00 PM, Mayor Bertrand left the meeting.
f. Brown Farm Well Head protection Geo Insight – NHDES Grant awarded $19,978 Status: As discussed during the Superintendent’s Report, Task 2 has been completed with copies of the report available for the Board. Superintendent Viens told the Board that we will have to run the well for a week and shut down the Ammonoosuc Plant. We are going to clean & flush out the tank and clarifier with our own crew. We have vessel entry and will contact the Fire Department to be on site. Foremen Craig Carrigan and Steve Lefebvre will take charge of this.
g. LT2ESWRT & Stage 2 DBP & Lead and Copper results for September – Status: Superintendent Viens handed the Board a letter from NHDES that he received today. The letter dated October 19th, 2009 from Allyson Gourley of the Drinking Water & Groundwater Bureau, states that we will not be required to do the Cryptosporidium monitoring testing. Superintendent Viens told the Board that this was based on the fact that Berlin has less than 10,000 people and a round of raw water testing results. Superintendent Viens also informed the Board that he received a letter
dated October 15, 2009 from Joan Fitzsimmons, Monitoring & Enforcement Section/Drinking Water & Groundwater Bureau that the next round of Lead & Copper samples will only have to be done in the year 2012. This is truly a significant overall improvement from past testing. Superintendent Viens and staff created a history for savings from improved results, with numbers being conservative. From approximately $6,900/yr from 1999 thru 2006 down to $4,000/per year from 2007 thru 2009. Now our annual cost is down to $737. This is a significant overall improvement.
h. BWW Building Upgrade Plan – M&M Status: The M&M building has been painted by Fortier Home Improvements. Superintendent Viens also told the Board the about the existing problem with the back door entrance at the Ammonoosuc Plant. During winter snow storms, the snow comes off from the roof and blocks the door. Hill Street Construction is pricing a building vestibule and winterizing the door. He told the Board that we also purchased a Conex which will store the majority of our sodium bicarbonate instead of keeping inside the plant.
i. BWW & PWD Interderpartmental Services Report – September, 2009: There was nothing report for this month.
j. Department of Labor Inspectors Report – Letter dated August 28, 2009 Status: A check for $2,500 was sent to the NH Department of Labor for an excavation citation. We have not received a 2nd action report from the DOL. In anticipation of the second citation letter, we have been proactive at the Treatment Plant by moving ladders, making platforms, purchasing storage units, securing the bench grinder, etc. Everything on the BWW Staff’s first list has been completed. Once a citation is issued, we have 30 days to change/act on the inspector’s report for
what they find for discrepancies. At this time Craig left the meeting.
k. Other Old Business: Superintendent Viens informed the Board that per Senator Gregg, BWW has received a $388,000 EPA FY 2009 Grant
Application Package. Options for these funds are still being reviewed such as Brown Farm Well Improvements. Superintendent Viens told the Board that City Manager McQueen & Mayor Bertrand were contacted by Senator Gregg about getting another grant for BWW next year in the amount of $450,000. (EPA FY 2010).
New Business:
a. Approve State Revolving Loan Payment for #0231001-02 in the amount of $122,589.76: It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent to make payment to the State due November 01, 2009.
b. Cell Phone Policy Sample: It was moved by Commissioner Poulin, seconded by Commissioner Tardiff to adopt and implement a Cell Phone Policy established for BWW effective January 1st, 2010.
c. Revise Construction Charge Out Rates to include pavement cutter for $110.00 per day & new excavator charge out rate: It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to include the pavement cutter in the amount of $110./day. The new excavator amount was approved during Superintendent Viens discussion of the auction for $130./hr.
d. Christmas Party: It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to allow the office staff to set up a luncheon meeting, with all employees to attend.
e. Other & Communications: Superintendent Viens reported to the Board that we received an Application for Water Service from John Larin, who will be building a house on Rheims Street. It was moved by Superintendent Langlois, seconded by Commissioner Tardiff, with all in favor, to approve him as a new customer. At this time, Superintendent Viens considered laying extra water main for future extension.
Primex has sent their annual letter for a 5-year discount agreement. It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to authorize Chairperson Fournier to sign the agreement. Superintendent Viens informed the Board that employee Rick McKenzie has had another follow-up knee surgery and will be out of work approximately 6-weeks. The Superintendent told the Board that our temp employees will be leaving our employment soon. Three of the temps are going back to their winter jobs and one will remain here until we lay off. The Board agreed to hold their next regularly scheduled meeting at 12:00 pm on November 18, 2009 at our 55 Willow Street office.
There were no public comments. As for Board comments, Chairperson Fournier said that someone had questioned him about the low water pressure throughout the whole area from the fire at Nicoletti Memorials building on Hutchins Street the other night. Chairperson Fournier expressed his concerns with low water pressure. We put Foreman Craig Carrigan on speaker phone so that he would be involved with this conversation. Superintendent Viens commented that we have a 16-inch water main in the area. Craig stated that he lives in the area and had not dropped pressure. The Superintendent will have the crew to take a pressure check and flow test from the nearby hydrants and report back to Chairperson Fournier. (Following the Board meeting follow-up testing was performed on two hydrants 1) 2300 gallons per minute with 31 psi
residual and 2) 15756 gallons per minute with 23 psi residual- this is very good flow for the location (elevation) in the distribution system. The Board did not enter into a non-public meeting. It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor, to adjourn this meeting. The meeting did so adjourn at 1:30pm.
ATrue Record: Attest:
Paul Poulin, Clerk of the Board
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