March 17, 2010
A regular meeting of the Board of Water Commissioners was called to order by Chairperson Lucien Langlois at 12:00.~ Commissioners present were Paul Poulin and Terry Block.~ 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.
There were no Public or Board comments at this time.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept and place on file, the Minutes of February 17, 2010.
Under the Berlin Water Works Monthly Status Report – March 12, 2010, Superintendent Viens reviewed the following with the Board:
A safety meeting with our Primex Insurance Representative stated that Primex is launching a new program “2010 Safety Improvement Program”.~ Instead of rebates, they will give a grant for safety training and/or equipment instead to help and improve safety performance.
Superintendent Viens met with the City and Northern Forest Heritage Park representatives to review the new proposed water main and are working on easements, site preparation and site restoration.
Superintendent Viens informed the Board that he had received a telephone call last week from Rich Lougee, a staff member of Senator Gregg’s office, to discuss BWW’s interest in the possibility of additional EPA “STAG” grant funding.~ Superintendent Viens also sent letters of request for assistance to Senator Shaheen and Representative Hodes on March 9th, 2010.~~ As per a current conversation with Mr. Lougee, he feels that we probably missed the deadline.~ Please note that during last month’s Board meeting, the Board agreed not to seek any further funding at that time which was prior Rich Lougee’s call.
Superintendent Viens informed the Board that we finished the installation of the Omni meter at St. Vincent Nursing Home.~ We are now working with the hospital to upgrade and will also be in contact with our other Institutional Customers to do the same.
Superintendent Viens provided a list of our past retirees and which ones we are contributing health care coverage for.~ He stated that former employees Wayne Thompson who has reached the age of 65 and Paul A. Roy who now receives benefits with his current employer are no longer on the health program.~ BWW continues to pay Richard Dean. (Note: for the FY11 Budget, he has reached 60 years of age and will now receive the State of NH Retirement Subsidy leaving BWW to pay a portion of the cost. BWW’s cost will be reduced from $718.91 down to $452.62)
A reminder to the Board that two (2) employees will attend the Flag Training course next month.
The Public Works Department has been working on several of our vehicles.~ PWD Forman Lucien Couture supports this.~ BWW would give the City first option depending upon cost.
We have received the two (2) new pick-up trucks that were ordered thru Grappone.
Maintenance and upgrades are still on-going at the Ammonoosuc Treatment Plant.~ Competitive bids were received for floor replacement with award to Hill Street Construction.~ The two (2) soft starts and disconnects have been installed at the Cates Hill Pump Station done by Vaillancourt Electric.~ The new pump is in for the Hillsboro Pump station and will be wired Friday.
It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to accept and place on file, the Berlin Water Works Monthly Status Report dated March 12, 2010.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept and place on file, the Cashier’s Report dated February 2010.~ Superintendent Viens also told the Board that the FY09 Single Audit for expenditure of Federal Funds was completed and submitted by our Auditors, Melanson Heath Co.~ For FY10 and FY11 there may be additional fees for the single audit for ARRA Funds as was written in their proposal.
Old business:
Stimulus Finding Application – NHSRL and USDA RUD Status:~~ State Revolving Loan highlights are that we have completed the design drawings and have sent the package to Provan & Lorber for their review, comment & approval except for the high pressure line design.~ York Land Surveyors is actively surveying the area and we are continuing to work on collecting data.~~ Jamie Tanguay of Provan & Lorber spent several hours with the staff to show and discuss different techniques to enhance and make our in-house drawings compatible with their drawings.~ We are currently working on the two (2) Rural Development Grant/Loan Projects.~ The water main design is actively being worked on.~ We have expended approximately $177k toward the loan portion and not have had to utilize funds from our anticipated note at Laconia
Savings Bank.~ For our RUS Godfrey Dam Project, documents for bonding requirements are being finalized by David Barnes of Devine Millimet and Attorney Paul Desjardins is preparing the right-of way reports.~ Also on March 5th, we submitted the $388k EPA “STAG” grant application to Richard Skarinka, NHDES.~ This is our 9th grant we have applied for and the scope of work is for Engineering for Brown Farm Well Improvements and continued Water main replacement on Riverside Drive.
FY 2010 Budget – Adjustment for additional Stimulus Project Work and additional equipment – acquisition Status:~ Superintendent Viens suggested to the Board that if there is an overrun on the current FY10 Budget, leave the budget as is with no adjustment.~ Superintendent Viens provided a list of equipment purchases to the Board in anticipation of the Stimulus Funding.~ For the upcoming FY11 Budget, we have been working with the employment office for new temporary hires.~ We have also sent letters to our previously temporary employees for re-hire. At this time, it was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to hire Christopher Guay and John McCosh for summer help.~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with
all in favor, to authorize the Superintendent to hire up to five (5) summer positions.~ Superintendent Viens informed the Board that he has been working on the staff/foreman position posting.
Gravel, Sand & Crush Stone Issues, Jericho Lake/State RV Park Gravel Issue & Airport Sand – Status:~ BWW continues to haul sand from the Airport.~ Chris Gamache from the State Park will have a temporary agreement so that we can start working their pit next week.~
Water and Assessment Rates – Review revised rate structure and announcement:~ It was moved by Commissioner Poulin, seconded by Commissioner Block to authorize the Superintendent to have the news release published informing the public of the revised water rates effective May 1st, 2010.
BWW & PWD Interdepartmental Services Report – February 2010:~ This topic was discussed during the Monthly Status Report.
Hillside Avenue Bridge – City/NHDOT Project Status: Superintendent Viens informed the Board that BWW and H.E. Bergeron have been developing a plan to replace the water main.~ The project is scheduled for this year or next.
Other Old Business:~ There was no other old business at this time.
New Business:
Revise Operator/Equipment fees for Komatsu WA 2001-5 Loader to $90/hr and add Komatsu WA 250-6 Loader for $90./hr:~ It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor to approve the Charge out rates for this equipment.
Reappoint Commissioner Block (Term Expires May 01, 2010) It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor to reappoint Commissioner Block for a 4-year term subject to Mayor & Council approval.
FY2011 Budget Draft:~ Superintendent Viens told the Board that we are adding several lines pending the stimulus funding as not to distort historical data.~ We are trying to maintain stability.~ Extra man-power will be kept separately.~ We will have more data next month and should set up a work session.
John Arsenault – Approve Additional Hours:~ It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor to authorize an additional 80 hours for John’s services.
Employee Annual Review:~ This topic is for the closed session.
Other and Communications:~ Superintendent Viens received a telephone call from John Supry from the State & Federal Surplus to say that he put a bid out for a 1983 International Military 10 wheeler Dump Truck with approximately 9,000 miles.~ This vehicle is similar to one of our trucks we purchased several years ago.~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent to purchase this vehicle in the amount of $20,000.~ Thru a telephone conversation between Superintendent and Chair Langlois, we purchased a 1986 RD Mack 10 wheeler Dump Truck in the amount of $15,000.~ It was moved by Commissioner Poulin, seconded by Commissioner Block to authorize this payment.~ Superintendent Viens told the Board that Foreman Craig Carrigan is collecting competitive
quotes for a reclaim screen.~ It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to authorize spending for the best value. The staff is also pricing a skid steer attachment for compacting and for cutting brush.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on April, 21, 2010.
There were no Public or 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:II(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 12:55 pm.~ At about 1:35 pm, 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.
In closed session, the Board discussed the annual performance review for salaried employees Craig Carrigan and Steven Lefebvre. “Force Account” work management compensation was discussed and approved.
Also discussed and reviewed was Option A and Option B regarding Superintendent Viens’ proposed retirement vs. continued employment as BWW Superintendent. The Board was emphatic in maintaining present employment status of Superintendent Viens and an agreement was reached. A motion by Commissioner Block to approve Option B with discussed modifications seconded by Commissioner Poulin, with all in favor, to accept Option B. Either party can terminate the agreement with a four (4) month notice. The Agreement takes effect on Superintendent Viens April 2010 hire anniversary date.
There being no 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 1:36 pm.
A True Record: ATTEST:
Paul Poulin, Clerk of the Board
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