DRAFT
November 18, 2009
A Regular meeting of the Board of Water Commissioners was called to order at 12:00 pm by Chairperson Richard Fournier. Commissioners present were Lucien Langlois, Stephen Tardiff and ex-officio member Mayor David Bertrand. Also present for this meeting was Superintendent Roland L. Viens & Lynne C. Lessard. Absent from this meeting was Commissioner Paul Poulin. There were no Public or Board comments at this time. It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor, to accept and place on file, the Minutes for the October 21, 2009 meeting.Under the Berlin Water Works Monthly Status Report dated November 13, 2009, Superintendent Viens reviewed the following with the Board:
a. We are running Task 3 of the contract with Geo Insight to run the Brown Farm well continuously at a high rate and drawing down the well to see how much we can safely take out of the ground on a daily basis. They are monitoring the water table underground. City is on well water which began Monday, November 16th, 2009 and will continue until Friday. At the Ammonoosuc Plant, we are working on cleaning the tanks. The 2 million gallon outside tank has been cleaned. One of the sludge basins is cleaned and one remaining to be cleaned as well as two clear well tanks that need
to be cleaned. All of the tanks that we cleaned were found to have orthophosphate/sludge build-up. This should result in better numbers on the THM’s and HHA5’s. In the past we have used ortho-phosphate which is suppose to coat any metals from entering the system, and contributes to chlorine residual demand which had not worked as well as expected.
b. BWW purchased a 20-foot connex for bi-carbonate storage at the Ammonoosuc Plant. Hill Street Construction was hired to put a roof over the Ammonoosuc Treatment Plant’s back door entrance which should be completed by next month. This will provide safe egress year round and access to connex.
c. Superintendent Viens informed the Board that 4,613 of lineal feet of pipe have been installed this year.
d. A pre application letter for FY2009 funds from Richard Skarinka dated November 13, 2009 to apply for more NHSRL funds was received by Superintendent Viens. There is no need respond unless interested in trying to obtain another NHSRL loan.
e. Berlin Water Works Christmas Party will be held on December 18th, 2009 at the Northland Dairy Bar.
It was moved by Commissioner Tardiff, seconded by Commissioner Langlois, with all in favor to accept and place on file, the Monthly Status Report dated November 13, 2009. It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor, to accept and place on file, the Cashier’s Report for period ending October 31, 2009. At this time, the Board amended the agenda to have Commissioner Langlois to be Acting Clerk of the Board. Under Old Business:
a. Provan-Lorber-USDA RUD Grant – RR Crossings, Borings & Tank Mixing Status: This item will be deleted from the agenda next month. Borings have been completed for Nibroc/Western Avenue and the Glen Avenue-Williams Railroad crossings. The only outstanding issue is preparing Glen Avenue for restoring & stabilizing slopes with hydro seed. There is approximately $39k funds remaining and they will be used to fund the mixing system at Lancaster storage tank. The balance of construction work will be absorbed from the new RUS funds. The Rural Development Project was a $3.6m Loan & Grant package.
b. Stimulus Funding Application – NHSRL & USDA RUD – Status – Provan & Lorber – Godfrey Dam Engineering Report Comments: A letter dated October 16, 2009 from Andy Sharpe of Provan & Lorber was received regarding the Engineering Report – Godfrey Dam. “The report concludes that a combination of surface repair and partial depth replacement of underlying “apparently sound” interior concrete (Alt. #4) is the most economical long range alternative for BWW. This alternative will extend the life of the dam, preserve and maintain the dam structure, significantly improve the over all integrity of the Godfrey Dam Raw Water Supply, and provide for the health and safety of the BWW staff and contractors who operate and maintain the dam.” After a lengthy discussion, the
Board agreed to tentatively approve Table #04 in the amount of $510,000. Superintendent Viens will schedule a meeting with Provan & Lorber, also contact the Board members to attend, but not as a regularly scheduled meeting, and to include Marc Frost of Bancroft Construction for review and alternate suggestions prior to sign off.
c. FY 2010 Budget – Review Possible Adjustment for Stimulus Project Work and additional Fall Temp employees and additional equipment-acquisition Status: Superintendent Viens informed the Board that Commissioner Langlois attended an auction in Bow, NH held by Yoder & Frey on November 12, 2009. Commissioner Langlois reviewed the equipment, such as dump trucks, compactors, etc., with a local contractor. Only two compactors met our approval. Commissioner Langlois bid $20,900. There will be another auction in Connecticut in December.
d. Gravel, Sand & Crush Stone Issues; Jericho Lake/State RV Part Gravel Issue & Airport Sand Status: Superintendent Viens stated that there was no activity to report.
e. Brown Farm Well head protection Geo Insight – NHDES Grant $19,978. Status: This item was discussed during the Superintendent’s Monthly Status Report.
f. BWW Building Upgrade Plant – M&M Garage Status: Superintendent Viens informed the Board that cleaning & painting has been completed by Fortier Home Improvements. Commissioner Langlois suggested that we put a nameplate to have the building recognized and identified as Berlin Water Works and should do the same for our 51 Willow Street building. Superintendent Viens will look into options.
g. BWW & PWD Interdepartmental Services Report – October 2009 Status: Superintendent Viens informed the Board that there was no activity to report.
h. Department of Labor Inspectors Report – Letter dated August 28, 2009 – Status: A check in the amount of $2,500.00 was sent to the NHDOL for the excavation citation. Superintendent Viens reported to the Board that a letter dated October 14th, 2009 was received at City Hall - 168 Main Street. BWW only received the letter on November 17, 2009 giving the Superintendent and Board until December 16, 2009 to respond. Superintendent Viens spoke to the Board about several of the physical activities that have been completed, such as guides on bench grinders,
lights, LP storage, etc. What has not yet been taken care of is the Written Policies, as we use the City’s handbook. The Board noted that some of the items addressed in the letter do not pertain to BWW but is for other City Departments.
i. Other Old Business: Superintendent Viens mention to the Board that he is working on the new EPA #9 Grant.
New Business:
a. Approve State Revolving Loan Payment for #0231010-01 in the amount of $95,070.12, #0231010-03 in the amount of $49,483.99 and #0231010-04 in the amount of $121,363.88: It was moved by Commissioner Langlois, seconded by Mayor Bertrand, with all in favor, to authorize payment for the above loans due in December.
b. Approve Annual Dam Registration Fee in the amount of $400.00: It was moved by Commissioner
Tardiff, seconded by Mayor Bertrand, with all in favor, to authorize the above payment.
c. Approve Heavy Equipment Payments for Komatsu Loader in the amount of $21,461.52, Komatsu Excavator in the amount of $48,587.14 and the Cat Backhoe in the amount of $12,844.12: It was moved by Commissioner Tardiff, seconded by Commissioner Langlois, with all in favor, to approve the above payment due in December.
d. NDS Proposal – Disaster Recovery & Enterprise Backup Options: Northern Data Systems provided the Superintendent with a proposal/plan in the event of a “worse case scenario” that would enable BWW to continue its operations using their Disaster Recovery Management Backup System. Their proposal ranged from $1,200 - $3,600 per year plan. Superintendent Viens stated to the Board that he reviewed the proposals with the staff, and that it is also the audit recommendation for a better backup system. After other options provided by the Board, such as BWW using a safety deposit box off site to store its computer backup tapes, it was agreed by the Board to table this item until next month. Superintendent Viens and office staff will pursue other options to be provided to the Board.
e. Review Draft Financial Statement & Management Letter from Melanson Heath & Co: Melanson Heath & Co. has provided BWW with the Draft of the Annual Financial Statements for the Year Ending June 30, 2009. Superintendent Viens spoke that this is our first year with this firm and is keyed into written policies. There are areas where we need written policies on financials, which should be available to the Board for approval. On page 21 of their draft report, Melanson Heath indicated that there are “several pending lawsuits”. However, letter from our Attorney Desjardins to Melanson Heath, states that there are no pending litigation. Superintendent Viens reviewed Melanson Heath’s accompanying Management Letter for Current Year Recommendations and our response to reply. The management letter
contains items such as offsite computer back ups, use of time cards for all employees, Department Head to initial all invoices, Superintendent approval for all adjusting journal entries and to obtain a Capital Asset software program & formalize asset policy and procedure. Chairperson Fournier suggested that we contact Linda Roberts for her input on software. All of Melanson Heath & Company’s suggestions will be implemented. It was moved by Commissioner Langlois, seconded by Mayor Bertrand, with all in favor to approve the Draft Financials with the above revisions.
f. Private Fire Hydrants: Superintendent Viens told the Board that in our Rules & Regulations, we have a policy regarding private hydrants which is $75.00 per quarter. Superintendent Viens provided the Board with a list of private hydrants. The latest being a hydrant installed at Isaacson Steel. This policy has not been enforced and we have inconsistencies. Superintendent Viens will review this policy and share recommendations with the Board at next months meeting.
g. Other & Communications: Superintendent Viens told the Board that he received a proposal from Morrissey Environmental in the amount of $2,750 for disposal and dumping fees for the removal of transit pipe Other options would be to hire Milan Trucking or to do the disposal ourselves. Superintendent Viens will look into these options. It was suggested that the Superintendent contact Sharon Gauthier of AVVRRD to ask if the City has a special price for disposal or if Mrs. Gauthier has any other options for dumping. Quoted asbestos dumping rate is $106.00 per ton.
Superintendent Viens has been in contact with the State of NH Bureau of Purchase & Property and the State Vehicle Pricing Contract is still not approved. It was moved by Commissioner Langlois, seconded by Commissioner Tardiff, with all in favor to have the Superintendent look into the purchase of a Ford V8 4x4 F-150 using the State discount ($16,700)
The Board agreed to hold their next regularly scheduled meeting at 12:00 pm on December 16th, 2009 at our 55 Willow Street office. There was no Public or Board Comments. It was moved by Mayor Bertrand, seconded by Commissioner Langlois, with all in favor to enter into a 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 1:10 pm. At about 1:28pm by
unanimous roll call vote, it was moved by Mayor Bertrand, 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 the Board at this time, it was moved by Commissioner Tardiff, seconded by Commissioner Langlois, with all in favor, to adjourn this meeting. The meeting did so adjourn at 1:39 pm.
A True Record:
Acting Clerk of the Board Lucien Langlois
Note: Superintendent Viens did not include the Laidlaw Request dated November 17, 2009 during this meeting. The Board will be sent a copy and will be placed on next months meeting agenda.
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