April 21, 2010
A regular meeting of the Board of Water of Commissioners was called to order by Chairperson Lucien Langlois at 12:00 noon. Commissioners present were Paul Poulin, Terry Block and Stephen Tardiff. Absent from this meeting was ex-officio member Mayor Paul Grenier. Also present for this meeting was Superintendent Viens, Foreman Craig Carrigan and Lynne C. Lessard.
There were no Public Comments. As for Board Comments, Superintendent Viens informed the Board that yesterday Matthew Chernicki the property owner at 38 Guilmette Street came to our office regarding his sewer billing since the City’s billing is based on trailing year of water consumption. Mr. Chernicki went to the City Hall to question sewer billing and consequently was sent to our office. The property sale was closed at one rate for 2008 and then the City of Berlin raised the sewer rate for 2009. When the City of Berlin billed Mr. Chernicki in 2009, he had used only 100 cubic feet from the time he purchased the house and the end of the sewer billing period, but he was charged the difference between the 2008 and 2009 sewer rate on the whole amount billed for the full year in 2009. Roland spoke to Mike
Perreault. City uses our data and they annualize their bills instead of billing quarterly.
It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor to accept the Minutes of March 17th, 2010 and to amend the Minutes of February 17, 2010 page 3, item b.2. at the request of Attorney Desjardins. The original minutes regarding the purchase of a new Komatsu Front End Loader with five (5) year financing read “financing at $24,000.” and has now been corrected to read “financing at “24,757.17 per year.”
Under the Berlin Water Works monthly Status Report dated April 16, 2010, Superintendent Viens reviewed the following with the Board:
1. A brief review of our bidding process was reviewed for construction projects. Bids were solicited for Drilling, Paving & Asphalt, Loam, Gravel & Stone, Moving the Excavator, Inventory Materials & Minor purchases. Superintendent Viens informed the Board that for the first time, asphalt will not be with Pike Industries. It was awarded to Bruce Manzer, Inc. from Anson, Maine (Bethel Plant).
2. BWW has applied for a $920.00 Grant from Primex’s Safety Rebate Award for safety materials.
3. Superintendent Viens has received an e-mail from the Office of Management & Budget providing notice to grantees about restrictions contained in appropriations acts that included prohibitions on funding of ACORN (Association of Community Organizations for Reform Now). BWW has not appropriated any funds to that organization.
4. Brown Farm Well Study: GeoInsight is performing Task 4 and the final report should be out in late June.
5. Flag Person Training: Two employees, Craig Bartolli and Donny Labrecque, have been certified by the American Traffic Safety Services Association. Training was held in Concord, NH.
6. Our NHSRL (New Hampshire State Revolving Loan) application to install electrical producing Hydro’s at the Godfrey Dam and Ammonoosuc Plant ranked 34th out of 106 applications. BWW did not make the final cut but we are still looking at what the payback if any would be.
7. Superintendent Viens spoke about an article regarding the AVRRDD (Androscoggin Valley Regional Refuse Disposal District) and the sewerage flows.
8. The Berlin Planning Board received an application from Jeanne Cloutier on Lincoln Avenue to subdivide her lot. Superintendent Viens informed the Board that this does not affect BWW.
9. A leak on our sodium hydroxide tank has been repaired.
10. The new pax mixer for the Lancaster Tank is being shipped by the manufacturer to replace the current mixer. We are working on retaining divers to install the replacement unit.
11. BWW qualified for a Public Service energy savings rebate in the amount of $1,240.00 for the completion of lighting improvements at the Ammonoosuc Plant.
12. The new Gould pump was installed at the Hillsboro Pump Station and is working well. This improvement will improve reliability & reduce energy usage.
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 April 15, 2010.
It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to accept and place on file, the Cashier’s Report for the month of March, 2010.
Under Old Business:
a. Stimulus Funding Applications – NHSRL & USDA RUD – Status: The EPA Grant Application that was submitted for $388k has now been resubmitted to request an additional $12,000. DES contacted the Superintendent stating that they are not taking the $12k as their management fee. The total Grant Package will be $400,000.00. The Godfrey Dam project is moving along. We have been working on the equipment & materials Package which will be sent out to various vendors next week. Attorney Desjardins is almost done working on the right-of-way Rural Development Forms for the Dam. The design package for the SRL has been finalized and the design on all of the streets has been submitted to Provan & Lorber to place their engineering stamp on the maps and
submit to NHDES. The only design left is the High Pressure Line, however; we do have a rough draft. As for the Rural Development Design work it is in progress.
b. FY2010 Budget – Adjustment for additional Stimulus Project Work, additional staffing & additional equipment/acquisition Status: We utilized the services of the New Hampshire Employment office to collect applications for our open positions. We ended up with four (4) college temps, four (4) previously hired temp employees and seven (7) new temp employees. Everyone is working except for the college students. We looked at the Davis Bacon schedule from last year using highway rates. We received a call from Kathleen Bourret, Compliance Review Officer/NH office of Economic Stimulus regarding BWW & ARRA DWSRF & Davis Bacon Compliance wanting to speak to us for compliance in our reporting. During this conversation we established a calculated backhoe rate at $14.40
which we submitted for approval as the backhoe was not part of the Heavy Construction Rates. All of our other rates exceed the Davis Bacon Wages. It was moved by Commissioner Block and Commissioner Poulin, with all in favor, to approve the revised BWW Rates. Superintendent Viens also handed out a Forced Account Work Crewing Plan with a staff total of twenty-two (22) man schedule. It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept the Force Account Crew Plan. Superintendent Viens handed the Board an equipment list from Fiscal 2009 & 2010. Approximately $435k has been spent/invested in equipment purchases to support the increased Stimulus Funding. He informed the Board that another trench box has been ordered for $3,500. After discussing the skid steer compactor unit options, the Superintendent asked the Board to make a motion to authorize him to not to exceed $10,000. and to
allow the Superintendent to proceed with the acquisition of a compactor unit. Superintendent Viens is still in the process of collecting data. It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to allow the Superintendent to proceed with the acquisition of the unit not to exceed the $10,000. Chairperson Langlois tentatively agreed to allow the Superintendent to purchase a sixth (6th) ten (10)- wheeler dump truck from Howard Doucette. It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor to authorize the Superintendent to purchase the used 1987 Ford LT9000 dump truck from Mr. Doucette not to exceed $15,000. It was moved by Commissioner Block, seconded by Commissioner Tardiff, to allow the Superintendent to also purchase a seventh (7th) 10-wheeler Ford L9000 dump truck from Mark Martin in the amount of $7,000 with an anticipated $5,000. for modification and repairs.
Chair Langlois requested we maintain a spread sheet on the truck purchases, maintenance and earnings.
c. FY 2011 Budget – Schedule Budget Hearing and set up meeting to review: Superintendent Viens handed out the summary sheet for the Proposed FY11 Budget. The total forecasted is $3.7m. The Board agreed to hold a noon meeting on May 5th, 2010 to review the proposed budget in detail.
d. Water & Assessment Rates – Revised Rate Structure Effective May 01, 2010: Meter reads have been completed and we also published an article in the paper to inform the public of the changes.
e. BWW & PWD Interdepartmental Services Report – March 2010: Superintendent Viens informed the Board that BWW has brought a few vehicles to the PWD garage for inspections and repairs but were not satisfied as the work was not done in a timely manner. BWW received a billing for 45 man-hours and took several weeks to get one of the vehicles back.
f. Hillside Avenue Bridge – City/NHDOT Project Status: Superintendent Viens had nothing to report and this item will be taken off from the Agenda.
g. Reappoint Chairperson, Clerk and Ward III Commissioner: It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to have Commissioner Langlois continue as Chairperson. It was moved by Commissioner Block, seconded by Commissioner Tardiff, with all in favor, to have Commissioner Poulin continue as Clerk of the Board. During the City Council’s meeting held on April 19th, 2010, the approved Terry Block to continue as Ward III Water Commissioner, with his commission to expire May 01, 2014.
h. Other Old Business: Superintendent Viens informed the Board that he received a letter from Mike Firestone, Grants & Projects Coordinator/Office of US Senator Jeanne Shaheen that they received our annual letter for financial assistance. Next year, early in the process, when we send our Senator’s and Congressmen letters, we will copy City Planner Pam Laflamme & City Manager MacQueen.
Under New Business:
a. Approve NHSRL – #05 Loan Payment on May 1, 2010 in the amount of $122, 129.24: It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor, to approve the payment due May 1st, 2010 for NHSRL #05.
b. Water Service Application for Federal Prison: It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to allow the Superintendent to sign the application.
c. Review & Approve Water Quality Report for Calendar Year 2009 and other information need to be posted on the City Website: It was moved by Commissioner Block, seconded by Commissioner Tardiff, with all in favor to accept the Water Quality Report for Calendar Year 2009. The Water Quality Report will be inserted into the May, 2010 quarterly water billing. This report will be posted on the website.
d. Charge Out Rate Revision for the following: #1 Small (12ft) Grizzly Screen - 30.00/day #2 Large (14ft) Grizzly Screen-$50.00/day and #3 New F350 Truck Purchase 5th Wheeler-- After discussing the proposed new grizzly 14 ft screen, it was moved by Commissioner Tardiff, Seconded by Commissioner Block, with all in favor, to allow the Superintendent to purchase the screen from the low bidder Berlin Foundry in the amount of $10,800. It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to approve the two charge out rates for the screens. With a tentative agreement by Commissioner Langlois, Superintendent Viens ordered a new Ford F350 4x4 set up with a 5th wheel box and plow set. It was moved by Commissioner Poulin, seconded by
Commissioner Tardiff, with all in favor, to purchase the F350 Pick-up in the amount of $30,383. from Grappone Ford. The price of this truck was based on NH State Bids. For next month’s agenda, we will need to have Board approval for new rates established for the truck and trailer to haul pipe.
e. Other and Communications: Superintendent Viens requested that the office hours be changed. Currently our hours are 8:00am – 4:30pm and would like to close the office on Fridays at 4:00 pm. The office employee would begin at 8:00 am instead of 8:30 am. It was moved by Commissioner Block, seconded by Commission Poulin, with all in favor, effective April 23, 2010, to change Friday’s office hours to 8:00 am to 4:00pm. The public will be notified of this change on their May quarterly water billing, City website and also the newspaper.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on May 19th, 2010 and Budget Work session at 12:00 noon on May 5th, 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: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 1:15pm. At about 1:18pm, 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.
In closed session, the Board discussed the performance award for Superintendent Viens for Force Account work management compensation was discussed and approved.
There being no further business to come before this meeting at this time, it was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:18pm.
A True Record: __________________________
Paul Poulin, Clerk of the Board
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