February 17, 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 Terry Block and Paul Poulin. Absent from this meeting was Commissioner Stephen Tardiff and ex-officio member Mayor Paul Grenier. Also present for this meeting was Superintendent Viens and Lynne C. Lessard.
Under Public Comments, Superintendent Viens presented a letter addressed to the Board from Mr. Donald R. Dupuis of 9 Jericho Road, dated February 11, 2010 requesting an exception to our water works policy regarding his current water bill. In his letter, Mr. Dupuis states that he recently discovered a water line had broken and water was running out from under the garage and down the street. Superintendent Viens stated that his original bill was $578.48 and we had abated $306.00 off from the Assessment Charge. Our Rules & Regulations state that for water leaks an adjustment may be made on the Assessment amount based on past usage and is made for one quarter only for the leak. Our Rules & Regulations also state that all water passing through the
meter will be charged whether used, wasted or lost by leakage. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, not to grant any further adjustment.
There were no Board comments at this time
It was moved by Commissioner Block, seconded by Commissioner Poulin, with all if favor, to accept the Minutes of January 20, 2010.
Under the Berlin Water Works Monthly Status Report dated February 12, 2010, Superintendent Viens reviewed the following with the Board:
1. The Ammonoosuc Plant clear-well was drained & cleaned. Superintendent Viens showed the Board some of the orthophosphate deposits that had been removed. He also stated that the process is running very well.
2. A new floor was installed in the electrical motor control room at the plant.
3. The Berlin Reporter dated February 3rd, 2010 ran the article of BWW acknowledging former Water Commissioner Richard Fournier.
4. Running Water started February 4th, 2010. We have 110 customers on the program and are still running below one-million gallons of water per day.
5. We will be sending one of our employees to Concord for a Flagging Training Course in April to become a Traffic Control Instructor, which in turn will be able to train & certify our current and future employees.
6. Superintendent Viens is interested in attending the New England Water Works Association Conference & Exhibition to be held in Worcester, MA, during March 31st & April 1st, 2010. It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor to allow the Superintendent to attend.
7. Superintendent Viens showed a graph pertaining to LP gas usage & per gallon cost for the Ammonoosuc Plant. He indicated that the usage has dropped due to in-house upgrades.
8. Superintendent told the Board that we are committed to upgrading our office facility to have handicap access to our building. We need to do this to be in compliance and qualify for Rural Development Loans. A draft drawing by Hill Street Construction was handed to the Board for rearranging the office in order to be in compliance.
9. Superintendent Viens received a letter from Federal Emergency Management Agency (FEMA) dated January 11, 2010 advising that the Green International Affiliates (GIA) is currently working with FEMA to conduct field surveys of dams, roadway bridges & rail road bridges crossing over rivers & brooks in Coos County in order to update the flood maps.
10. Chairperson Langlois noted that in the Superintendent’s Report that the Lancaster Tank PAX mixing system is not operating & is being worked on. Superintendent Viens responded by saying that the motor is not turning. We have the supplier involved and also had John Arsenault trying to fix the problem. The manufacturer will provide a proposal. in order to resolve this issue.
11. Superintendent Viens informed the Board that we will be working on the 2011 Budget next month.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept the Berlin Water Works Monthly Status Report dated February 12, 2010.
Superintendent Viens informed the Board that we have opened another savings account at Woodlands Credit Union for our RUS Godfrey Dam Project. At this time we are updating our banking information with Board signatures to remove former Chair Richard Fournier and to add new Commissioner Block.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept and place on file, the Cashier’s Report for the month of January, 2010.
Under Old Business:
a. Stimulus Funding Application – NHSRL and USDA RUD – Status – Provan & Lorber – Godfrey Dam Engineering Report meeting December 17th and meeting January 6th, 2010 with NHDES Dam Bureau Status: Superintendent Viens received a letter dated January 29, 2010 from Brian A. Desfosses, Dam Safety Engineer. NHDES acknowledged in writing that DES Dam Bureau granted our request for extension. Superintendent Viens informed the Board that City Manager McQueen signed the RUS Loan/Grant Application for the Godfrey Dam Project. We received 74% grant and a 26% loan. To continue the RUS process, Superintendent Viens has sent further information to Karen Demers of RUS dated February 16, 2010. Superintendent Viens will be meeting with Provan & Lorber on February
18, 2010 to review the design work for the pedestrian bridge and also a supplier for the gates will be here also. Superintendent Viens told the Board that the majority of drawings on the RUS package is done. Superintendent Viens also applied and sent a pre application for an additional State Revolving Loan for a hydro and should find out in a month or so if we qualify.
b. FY 2010 Budget – Adjustment for additional Stimulus Project Work and additional equipment-acquisition status:
1. Purchase International 14 Wheeler Dump Truck - $12,000: Superintendent Viens told the Board that he had pre-approval from Chairperson Langlois to purchase a used tri axel International Dump Truck. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to honor the purchase of the dump truck.
2. Review “Municipal Priced” Front End Loaders: Superintendent Viens prepared a comparison sheet for the Board’s review. After discussing this topic, it was moved by Commissioner Poulin, seconded Commissioner Block, with all in favor, to authorize the Superintendent to proceed with the purchase of a new Komat’su Front End Loader with five (5) year financing at $24,000/per year.
3. Review proposed “Force Account” staffing for 2010 & 2011: Superintendent Viens & the Board discussed temporary staffing for our Force Account Work. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to agree with the Superintendent’s recommendation to hire an additional five (5) CLD licensed & skilled employees, which we will process applicants thru the unemployment office, one (1) additional salaried person and two (2) additional summer help employees.
4. Review – Hammer – Proposal Options: Superintendent Viens informed the Board that one of our hammers is in need of repair, and is actively seeking information/cost to repair. Superintendent Viens also provide the Board with other options. After review and discussion between the Superintendent & the Board, it was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent to proceed and not to exceed $97,500. for a new installed Komat’su Indeco Hammer.
c. Gravel, Sand & Crush Stone Issues, Jericho Lake/State RV Park Gravel Issue & Airport Sand – Status: Chris Gamache, with the State Park, contacted Superintendent Viens and is drafting an Agreement for the Boards review. Our crews are continuing to haul sand from the airport.
d. Water and Assessment Rates – Review revised Rate Structure: After months of revisions & input, it was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to accept and place on file, the proposed/revised Water Rates as presented by the Superintendent. A brief description is as follows: the water rate will have one base step of $30.00 for usage from 100 to 600 cubic feet, and then a rate of $2.64 per 100 cubic feet from 700 to 1600 cubic feet was established the remaining rates are the same as present. The new rates incorporate the present $5.00 charge for fire protection for a single unit building and the $2.05 customer charge. Multi-unit buildings will continue to show a fire protection charge of $5.00 per unit above the single unit
charge that is incorporated in the water rate charge. Superintendent Viens will draft a media article for the Board’s review next month with effective date for the May Billing.
e. BWW & PWD Interdepartmental Services Report – January 2010 Status: There was no information to report to the Board.
f. Department of Labor Inspectors Report – Letter dated October 14, 2009 – Status: There was no further information to report to the Board.
g. Chair Person & Clerk to sign “Red Flag Policy” Theft Prevention: This policy was reviewed and approved during the January 2010, meeting: Chair Langlois & Clerk Poulin signed the revised policy.
h. Other Old Business: There was nothing at this time.
7. New Business:
a. Letters to Senators Funding: Superintendent suggested to the Board that this item be tabled until next year due to the current work load and funding is coming in lesser amounts.
b. Cell Phone/PDA Use While Traveling – Review Proposed Policy: It was moved by Commissioner Poulin, seconded by Commissioner, with all in favor to accept the Cell Phone/PDA Policy effective February 17, 2010. This policy was suggested by our auditors Melanson & Heath.
c. EPA Grant Application: This is Berlin Water Works 9th EPA “Stag” Grant. The Scope of the work includes sections of Pleasant Street from Mechanic Street to High Street, NHDOT Route 110 Project from First Avenue to Wight Street, Main Street from Eighth Street to Eleventh Street as well as Brown Farm Well improvements. Superintendent Viens informed the Board that EPA Grants are the only package that the City is not involved in as there is no money being borrowed. It was moved by Commissioner Block, seconded by Commissioner Poulin to authorize the Chair to sign Items #1 & #3. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to have the Board sign Item #2.
1. Chairperson Authorized to sign for EPA FY2009 Grant
2. Resolution to Apply for EPA FY 2009 Grant
3. Request to Waive Cost Sharing Requirement
d. Hillside Avenue Bridge – City/NHDOT Project: Superintendent spoke to the Board about the project from H.E. Bergeron Engineers. The project is planned for this year and there may be water main work to interact with this project. Superintendent explained the plan and process for water main installation that would take place and is going to propose same to H.E. Bergeron.
e. BWW – Mission Statement – Review/Revise Status: It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to approve the revisions that Superintendent Viens incorporated in Berlin Water Works Mission Statement.
f. Review and approve Construction Charge Out Rates: It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to accept and approve the current Charge Out Rates. This now includes the static gravel screen.
g. Employee Annual Review: Upon the recommendation of the Superintendent, it was moved by Commissioner Poulin, Seconded by Commissioner Block, with all in favor to award employee Debra Page with an increase. Her work-load has increased due to the stimulus funding reporting. It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to discuss Superintendent Viens review during the non public session.
h. Other and Communications: There was no information to be presented to the Board.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on March 17, 2010 at our 55 Willow Street conference room.
There were no Public-Board Comments.
It was moved by Commissioner Block, seconded by Commissioner Poulin, 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:21(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 1:20 pm. At about 1:39 pm, by unanimous roll call vote, it was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor that the Board returns to their regular public meeting.
There being nor further business to come before this meeting at this time, it was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:25 pm.
A True Record: ATTEST:_____________________________
Paul Poulin, Clerk of the Board
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