Skip Navigation
This table is used for column layout.
 
Minutes 1/20/2010
                                           January 20, 2010

~~~~~~~~~~~ A regular meeting of the Board of Water Commissioners was called to order by Chairperson Lucien Langlois at 12:00 noon.~ Commissioners present were Stephen Tardiff, Paul Poulin, and Terry Block.~ Also present for this meeting was ex-officio member Mayor Grenier, Superintendent Viens & Lynne C. Lessard.

~~~~~~~~~~~ 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 the Minutes of December 16, 2009 & Work Session of December 17, 2009.~ Superintendent Viens briefly discussed previous Chairperson Richard Fournier’s accomplishments which are reflected in the December 2009 Minutes.~ He also felt that the media should be made aware of this dedicated service for 11 & ½ years and the Board agreed.

~~~~~~~~~~~ Under the Berlin Water Works Monthly Status Report dated January 15, 2009, Superintendent Viens reviewed the following with the Board:

  • Superintendent Viens briefly reviewed the BWW Vision & Mission Statement with the Board and will discuss further and revise if necessary at a later date.
Superintendent Viens reviewed the yearly update packet with the Board which included graphs for:
  • Draft of BWW’s 2010 & 2011 Water Main Improvement Project Planning & List of Accomplishments.~ He also noted that Public Works Department will receive the Project Planning List Report to coordinate work efforts between the departments.
Reports for Flows into the City from 1977 thru December 2009 and Water Line Break History from 1985 thru December, 2009 graphs.
History of Freeze-ups & Running Water Totals.
BWW Hydrant History and measurement of fire protection.
Water Line Construction Progress.~ From 1996 thru December, 2009, total footage replaced is 108,708 feet or 20.59 miles.
  • Maps of Remaining 2” Line & Small Diameter Lines to be Replaced and of Water Line Construction Progress.~ These are indicators of where we have been and where we are going and show major work and design.
  • Engineering Study for Hillside Avenue Bridge over Dead River prepared for the City of Berlin dated October 28, 2009 as prepared by H.E. Bergeron Engineers of North Conway, NH is available for review.
  • Superintendent Viens informed the Board that a meeting was held on January 11th, 2009 to review the design & bid package for the Federal Bureau of Prisons sewer line.~ He met with City Public Works Director & Wright Pierce Engineers.~ From this meeting the group agreed to install two 12-inch ductile iron pipes under the 12th Street Bridge, one of which will be for a new water main connection of Main Street to East Milan Road and the other for sewer main, BWW will pay for half of the installation.~ This work is in the scope of the NHSRL loan package.~ A waste water lift station has been proposed at the entrance of our Androscoggin Plant.  The BWW electrical service may be upgraded at that time. Also a natural gas connection tee for the Androscoggin-Brown Farm Well Facility will be provided by the Sewer Project.  The Sewer project is planned to start in April, 2010.  Increased water sales will be possible after completion of the temporary sewer connection to the Riverside Systems by August 31, 2010.
  • St. Vincent De Paul Nursing Home is putting in a new high pressure water service.~ We want and need to upgrade the water meter.~ Their meter is approximately 20 years old.~ Our Rules & Regulations state that for meters larger than ¾, the customer will be charged for the cost of the meter, minus the cost of a ¾ inch meter.~ However, there is a new meter called Sensus Omni which costs approximately $1,300.~ The Omni meter reads all flows including low flows and a radio read would be installed.~ Therefore, what we have decided is to charge St. Vincent for the cost of a normal re-built meter and BWW to pay the difference for the Omni upgrade.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept the Berlin Water Works Monthly Status Report dated January 15, 2010.

Superintendent Viens reviewed with the Board the Accounts Receivable Graph noting that for the month of November, the receivables were higher than normal, however, by the end of December, receivables had come back down.~ Superintendent Viens also briefly discussed the 6-month Budget & Expenditures Report.~ At this time, the report indicates that we are slightly over spending on the Operating Budget due to construction/force account work and that we are spending for the upcoming projects.~ For the months, January thru March it should come down.~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for the month of December, 2009.

Under Old Business:

~~~~~~~~~~~ a. Stimulus Funding Application – NHSRL & USDA RUD Status – Provan & Lorber – Godfrey Dam Engineering Report meeting December 17th and meeting January 6th, 2010 with NHDES Dam Bureau:~ Superintendent Viens told the Board that we just submitted our last & final pay request for Rural Development.~ Also, NHSRL #07, we have expended $400,000.00 out of the $3million and we are actively doing engineering & surveying preliminary work for the balance of the water main streets not yet designed.~ We have not yet received final approval to spend the USDA - $4m package nor for the USDA Godfrey Dam Project. ~~~A project review meeting for the Godfrey Dam Project was held on December 17th, 2009 with BWW staff & Chair Langlois along with Provan & Lorber to review the Engineering report recommendations and a subsequent meeting held on January 6th, 2010 with Superintendent Viens, Provan & Lorber and NHDES requesting an extension date of November for the Godfrey Dam Project.~ This request is based upon Superintendent Viens input that the prime months for construction at the dam are August thru September, based on weather and stream flow and that a completion date of November 1st was more realistic.~ NHDES suggested that a letter of change request be sent.
b. FY10 Budget – Adjustment for additional Stimulus Project Work and additional equipment-acquisition Status:~ Superintendent Viens & the staff generated a Pay Request History from 2003-2009 for Force Account Dollars per year.~ Last year was $1.4m.~ Superintendent Viens showed the Board a list of equipment needs that should be purchased to continue with Force Account Work along with BWW History & Potential Purchase of Front End Loaders, 10-Wheel Dump Truck Purchase Options 2010 (draft) & Potential Purchase of Cat Skid Steer.~ After discussion, it was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to purchase a used 2004 Cat-High Reach Skid Steer in the amount of $23,500.00 from Arnold Drouin.
c. Gravel, Sand & Crush Stone Issues, Jericho Lake/State RV Park Gravel Issue & Airport Sand Status: BWW has started hauling sand from the Airport.~ Eric Kaminsky of the Airport and York Surveyors believe that there is approximately 50,000 yards of sand. ~BWW & Staff met with State Park Staff members Chris Gamache and Clint Savage on January 7th to review the possibility of establishing a joint gravel pit operation in Jericho Lake Park. An agreement will be drafted for the Boards review.~ Andre Caron, City of Berlin Housing Coordinator, acquired a piece of property across from our PRV on Jericho Road.~ Superintendent Viens has asked Mr. Caron to increase the easement so that maybe some day we could put in a stairway so that the PRV Vault would not be considered a confined space.  
d. Water & Assessment Rates – Review revised rate structure Status:~ Superintendent Viens reviewed the worksheets given to the Board.~ The object of this revised rate structure is to try to remove the steps in our current water rates and to maintain the same amount of revenue with the least amount of impact to our customers.~ Our first three blocks are steps and are linear after 1500 cubic feet of usage.~ Superintendent Viens stated that the revised Assessment rate will have been in effect for one year in May.~ After discussion, Commissioner Block felt that the Board should review this further prior to taking action.~ Superintendent Viens will set up a work session for this project.
e.~ BWW & PWD Interdepartmental Services Report – December, 2009:~ BWW has generated this report because BWW & PWD were and have been exchanging services when available.~ This report began in July 2008 and is maintained monthly.~ We have listed the items that PWD’s mechanic could do if time was available.~ As of this report there was $10k for labor.~ Parts are approximately a 40% mark-up.~ We outsource repairs to equipment to such places as Guay Brothers, Eternal Machines, Jay’s Quick Lube, etc.~ The total for parts, labor & miscellaneous is at $29,756.75 which potentially PWD could have earned working on BWW’s equipment.
~~~~~~~~~~~ f. Department of Labor Inspector’s Report – Letter dated October 14, 2009 – Status:~ Superintendent Viens informed the Board that he & Mike Perreault, Public Works Director submitted responses.~ Inspector Roy asked Mr. Perreault about some of their responses.~ There has been no further communication at this time.
~~~~~~~~~~~ g. There was no other Old Business at this time.

New Business:

  • Approve interest payments for February’s 1993, 1994 & 1995 Water Bonds - $91,168.75:~ It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to authorize payment to the City in the amount of $91,168.75.
  • Proposal from NES Fire & Safety RE:~ Replacing Fire Extinguishers:~ Currently many of our fire extinguishers are of an older type and the company which sold those are no longer in business and repair parts are unavailable.~ A quotation dated January 5th, 2010 from NES Fire & Safety was received.~ BWW will be updating their extinguishers.
  • Approve purchase of Ford 150 4x4 Pick Up Truck (2nd):~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to approve the purchase.~ (Note: During last months meeting, the Board agreed to the second truck but was not voted on.)
  • Annual Review/Update/Approval “Red Flag Policy” Theft Prevention:~ As this is a federal requirement, the policy has been updated.~ It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to accept the updated changes. Policy will be signed by the Chairperson and Clerk at the February 17, 2010 meeting.
Other & Communications:~ There was nothing to report.

The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on February 17, 2010.

There were no Public-Board Comments.

It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to enter into the 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 1:10pm.~ At about 1:24 (by unanimous roll call vote, it was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor that the Board returns to their regular public meeting.~ It was moved by ex-officio member Mayor Grenier, seconded by Commissioner Poulin, with all in favor, to seal the non-public minutes for 30 days.

There being no further business to come before this meeting at this time, it was moved by Commissioner Tardiff, seconded by Commissioner Poulin, with all in favor, to adjourn this meeting.

The meeting did so adjourn at 1:25pm.

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