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Minutes 05/19/2010
                                           May 19, 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 and Debbie Baillargeon.

There were no Public or Board Comments.

It was moved by Commissioner Poulin, seconded by Commissioner Tardiff, with all in favor to accept the Minutes of April 21, 2010 and the Work session minutes of May 5, 2010.

Under the Berlin Water Works monthly Status Report dated May 19, 2010, Superintendent Viens reviewed the following with the Board:

  • There has been no delivery date established for the Federal Surplus truck as of today.
  • Berlin Water Works has received two pieces of correspondence from the labor union regarding the resignation of Bryan Lamirande and that the union issues will be handled by the Vermont office at this time.  The Berlin Water Works is going to be starting the last year of the present union contract in August 2010.
  • A question was raised at the last meeting regarding absences from the board meetings and quorums for meetings.  Superintendent Viens stated that the staff had researched and found information from 1997 when a phone vote was obtained by phone because there were not enough present for a quorum, the issue was raised in the news media but the vote did pass.  Chairperson Langlois stated that with today’s technology it would be possible to have a video conference vote if necessary.
  • Berlin Water Works had a meeting last week with the Superintendent of Schools, Business Administrator, Bus supervisor and Public Works regarding the upcoming water main installation project near the Middle School.  It was decided that Berlin Water Works that work in the area would not begin until after School is out for the summer which would be the third week of June.  Berlin Water Works plans to have two crews working in the Middle School area to complete the work before School starts in the fall.
  • Staff is working on design for the Rural Development project focusing on Scope “B” to process a package for Provan and Lorber to then submit to Rural Development for their approval.
  • Berlin Water Works has the new Pax mixing system for the Lancaster Water Storage Tank and have scheduled a diver to install the new mixing system.
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 May 13, 2010.



After a brief discussion of the Cashiers Report for April, 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 April, 2010.

Under Old Business:

  • Stimulus Funding Applications – NHSRL (1) & USDA RUD (2) – Status:~
  • Superintendent Viens informed the Board that the first annual meeting with Andrew Sharpe of Provan & Lorber and Robert Mann of NHDES took place last week.  The first part of the meeting was with the State Park representatives Clinton Savage and Chris Gamache to review the placement of the high pressure line from Rocky Lane to the PRV vault.  Jim Muir who does the permitting for Provan & Lorber will do the wetland delineation and list all options before we apply for the permits.  The State Park representatives were pleased with the planned alignment of the high pressure line.  The High pressure line design is the only item left to complete for the State Revolving Loan Project.
  • The Godfrey Dam bids for bridge design are due on Friday, May 21, 2010.
  • Berlin Water Works submitted a package to Rural Development for review and approval of the repairs to the Godfrey Dam once it is approved by Rural Development, we can go out to Bid.
  • Rural Development Water Main Project is in design as previously discussed under the Status Report.
  • NH State Revolving Loan projects are ongoing as of to day 1,480 feet of water main has been installed over the last four weeks, which is commendable as two of the crews are on streets with a lot of ledge.  The Plan forward is to have Crew A continue on High Street towards Hillside Avenue until the third week of June when they will be moved to the Middle School area after school out.  Crew B is working on Spring Street they will continue to the intersection at School Street then proceed to Guilmette Street and one block on Summer Street.  Crew C is going to complete one block on Champlain Street and then will proceed to the Middle School area the third week of June.  When Crew B finishes on Spring Street they will go to the next street in line which is on Riverside Drive from Cates Hill to Noury Street, on this project they will be installing two twelve inch lines one high pressure and one low pressure, the project will also include Cates Hill from the pump station to Riverside Drive and Noury Street from Howard Street to Riverside Drive.  The Riverside Drive project will have traffic issues and there are three culverts that we will bore under so as not to disturb the culverts.
b.  FY2010 Budget – Adjustment for additional Stimulus Project Work, additional staffing & additional equipment/acquisition Status:~ (Chapman Steel Division ($30,000.00 -$3,500), Compactor ($9,999), Screens $10,800):Under the item of staffing Superintendent Viens informed the Board that we have exceeded spending on the current FY 2010 budget amount, we have double the regular amount of manpower for the 2010 water main construction projects.  Under the equipment Superintendent Viens stated that the compactor that was purchased is working very well and efficiently.  The Screen was also a good decision it is in the process of being primed and painted at this time.  Chapman had approached the Berlin Water Works because he had a load of steel plates, two trench boxes and a stone box that he wanted to sell as a package deal.  Berlin Water Work was able to purchase all of the items for $30,000 and we have recently sold the stone box to the Gorham Water and Sewer Department for $3,500.00.  We are in the process of selling one of the trench boxes and may be selling some of the irregular shaped steel plates.  The extra steel plates help save time on the water main projects because they help eliminate extra burying in the afternoon and save time reopening trenches in the morning.     It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to approve the purchase of the Compactor for $9,999, the Screen for $10,800 and the purchase from Chapman for $30,804.30.
c.  Review temporary Employee Wage Rates:  Following a discussion with Kathleen Bourret NHDES it was determined that we should be following the Heavy Construction Rates for Davis-Bacon Act not the Highway Rates.  Superintendent Viens with input from the Supervisors has reviewed all the present rates and is asking that the rates be changed to $17.16 for all the temporary employees that are here their first year and the rate for our returning summer help be changed to $15.80.  These suggested rates would cover the Davis Bacon Act wages if some of the temporary employees are using any and all equipment including the excavator or if the returning summer help is using the backhoe.  The temporary employees have been working for one month and have exceeded expectations with their abilities.  It was moved by Commissioner Poulin, seconded by Commissioner Tardiff to conditionally approve the rate change to $17.16 for first year temporary employees and $15.80 for the returning summer help employee following the rewrite of the present job descriptions of temporary employees for review at the June Board meeting.
d.   FY  2011 Budget – Schedule Budget Hearing (May 26, 2010 at 6:00 pm)  the Board authorized the hearing date of May 26, 2010 at City Hall at 6:00 pm.
e.   BWW & PWD Interdepartmental Services Report – April 2010:  Nothing to report at this time.
f.    EPA Grant Application – Waiver Status:  Superintendent Viens recalled for the Board that the State had waived the $12,000 management fee for the EPA Grant.  In talking with Mark Spinale of EPA it was found that the waiver Status also refers to the matching grant funds of 45/55%.  Senator Smith was instrumental in granting us a waiver to eliminate the matching funds for the previous nine EPA grants but Washington is reviewing the waiver status for the tenth grant.  
g.   Other Old business:  Superintendent Viens stated that the change in water rate structure has had a few comments from customers but other than the fact that the office staff had to do some handwork this billing due to change in fire protection charges, the change has gone smoothly.

Under New Business:
  • Charge out rate for F 350 Pick up with Fifth Wheel truck, trailer and Driver to haul pipe ($60/hr) - Charge out rate for Generator for fusing ($25/day).  Superintendent Viens stated that he had one more item to add it is the Skid Steer with compactor ($200/day). It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to approve the charge out rates of $60/hr for the F350 Pick up with Fifth Wheel truck, trailer and Driver, $25/day for the Generator used for fusing and $200/day for the Skid Steer with Compactor.
  • FBOP-SCADA Proposal Request:   Superintendent Viens stated that he had spoken to a representative at the FBOP job site who requested that Superintendent Viens write a letter to the Federal Bureau of Prisons regarding the installation of SCADA communications at the Prison Pump Station.  The letter was sent to Washington and Joseph Bottoni asked that Berlin Water Works provided a proposal for installation of the SCADA communications to be presented to FBOP for their approval.
  • City – FBOP Sewer Project Contract – BWW options:  Superintendent Viens informed the Board that the apparent low bidder for the construction of the sewer line and pump station for the Federal Prison is Sargent Corporation.  Berlin Water Works has been notified that the portion of the Engineering Contract with Wright Pierce is $10,000, the portion we will have to pay for the Twelfth Street Bridge Crossing water line installation is $145,000, the portion for the electrical system from where they cut the line for the lift station to the Androscoggin Plant is $100,000 and the gas line from the lift station to the Androscoggin Plant is $12,000.  If Berlin Water Works does not have Sargent Corporation install the Twelfth Street Bridge Water line crossing we will have to pay a penalty of $31,390.00.  The Board authorized Superintendent Viens to request an itemized bill for the $10,000 engineering fee requested by Wright-Pierce.  Robert Mann, of NHDES has already told Berlin Water Works that they will not pay for the Bridge Crossing with ARRA funds as we do not have certification that it is American made parts and under Davis-Bacon Act for wages.  Superintendent Viens stated that with the proposed cost of $145,000 for the Bridge Crossing Berlin Water Works full cost for the project would be $385, 000 or more because we have to also complete the tie in at both Riverside Drive and Hutchins Street.  The cost of working with Sargent Corporation could include additional costs that would not allow us direct control over spending. Berlin Water Works does have an option to the Twelfth Street Bridge Crossing; we could bore under the river at Eighth Street.  The boring could start on Eighth Street go under Main Street and come out at Sully Street.  The first estimate for Boring came in at $200,000 if they do not hit any ledge and $300,000 if it is all ledge.  If the Board decides not to use the Twelfth Street Bridge Crossing, staff may be able to get better data on boring under the river.  Commissioner Block asked who would do the engineering work, and Superintendent Viens stated that it would be included under the Provan & Lorber contract.    It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor to reject the contract with Sargent Corporation to use the Twelfth Street Bridge crossing for the water main.  The Board also requested that Superintendent Viens obtain a City Sewer/lift station specifications and bid package for review.
  • NHSRL Applications open for 2010 – Energy Project Status:  Superintendent Viens stated that Richard Skarinka of NHDES called us to let us know that only the first twelve project applications were going to be funded by NHDES and Berlin Water Works was 34 on the list, however NHDES is now at project 25 for approval because some of the towns and cities have declined the offer for funding.  Also the applications for 2010 are now being accepted until July.  It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to authorize Superintendent Viens to apply again in 2010 for the Energy Project.  
  • Employee Reviews:  Superintendent Viens handed out information for the Board to review for the next meeting.
  • There was no other new business at this time.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on June 16, 2010 and the Public Hearing at 6:00 pm at City Hall on May 26, 2010.

~~~~~~~~~~~ There were no Public-Board Comments.

~~~~~~~~~~~ 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:~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~ __________________________
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Paul Poulin, Clerk of the Board