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July 21, 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 ex-officio member Mayor Paul Grenier. Absent from this meeting was Commissioners Paul Poulin and Stephen Tardiff.~ Also present for this meeting was Superintendent Viens and Debbie Baillargeon.
There were no Public-Board Comments.
It was moved by Mayor Grenier, seconded by Commissioner Block with all in favor to accept the Minutes of June 16, 2010.
At this time Chairperson Langlois appointed Commissioner Block as acting clerk in the absence of Paul Poulin.
Under the Berlin Water Works monthly Status Report dated July 15, 2010, Superintendent Viens reviewed the following with the Board:
Superintendent Viens informed the Board that Berlin Water Works had made the final payment on the M & M Building and the release of liens was filed in Lancaster at the Registry of Deeds. Berlin Water Works plans to do further improvements on the building.
The Staff has begun work on the Annual Report for the City of Berlin for Fiscal Year 2010. We will have a draft report for the next Board Meeting.
Staff has spoken with Androscoggin Valley Hospital about water meter upgrade and the possibility of saving energy costs by connecting to the High pressure water main. Superintendent Viens stated that a letter had been sent to Steve Mann at the hospital with several options to connect to high pressure.
Staff has been continuing talk with the Northern New Hampshire Correctional Facility regarding meter upgrade and the repair of the SCADA communication system that is presently not working.
Berlin Water Works had a follow up visit from the Department of Labor regarding violations. Mayor Grenier asked what violations were involved, Superintendent Viens stated that it involved trench box, grinders, guards, gas cylinder tie offs and stairs. The Stairs were removed as they were no longer needed and the other items have been resolved, we received a letter from the Department of Labor that we have no further outstanding violations.
Berlin Water Works received the new Ford 350 truck last week and it was moving fifty foot sections of pipe with the trailer last Friday, a job that use to be contracted out to outside contractors.
Superintendent Viens informed the Board that through State Revolving Loan Project BWW 09-2 approximately 24 customers have been removed from the Running Water Program to date.
Berlin Water Works was contacted by Pat MacQueen, City Manager with a complaint about dust control and paving. Superintendent followed up with Michael Perreault, Public Works Director, Berlin Water Works monitors very closely the dust control issues. If there are no rain showers we apply chloride and once a week usually for the weekend we dress up trenches and clean up gravel over pavement. The Berlin Water Works was planning on prepping and paving by the middle of July but due to ledge encountered on the streets we are a few weeks behind. We hope to start prepping and paving the 4200 feet of trench area next week or the following week. We also need to contact our paving contractor Bruce Manzer to see if he is available. Superintendent Viens stated that staff had planned to take the
third crew and break it down to create a prepping crew, but has since suggested creating a new crew of 3.5 with temporary employees to be discussed later on the Agenda. Once we start paving we may continue paving until the end of the construction season.
The new budget for FY 2011 started on July 1 and final numbers for last years budget will be discussed at the next Board Meeting.
The Federal Surplus Truck we have been waiting for is no longer available.
It was moved by Commissioner Block, seconded by Mayor Grenier, with all in favor, to accept and place on file, the Berlin Water Works Monthly Status Report dated July 15, 2010.
After a brief discussion it was moved by Commissioner Block, seconded by Mayor Grenier, with all in favor, to accept and place on file the Cashier’s Report for the month of June, 2010. Superintendent Viens informed the Board that he was reviewing the “Force Account” projections he made for the Board and is reviewing “Force Account” projections for the next seven years. Mayor Grenier asked when the ’93, ’94 and ’95 water bonds will be paid, Superintendent Viens stated that in 2013, 2014, and 2015 they will be finalized.
6. Under Old Business:
- Stimulus Funding Project Status:
Superintendent Viens stated that the monthly meeting with Robert Mann of NHDES and Andy Sharpe of Provan & Lorber was held last week. Berlin Water Works is spending down the NHSRL and will complete it as requested by NHDES in less than three years. All of the design is complete for this project BWW 09-2 except for the high pressure line.
a. Wetlands delineation Study/High Pressure Line: The wetland delineation has been completed and York Land Surveyors are surveying the delineation, next month options will be reviewed for installing the high pressure line to develop a path forward.
- USDA – Water Mains State Street Status:~ Superintendent Viens informed the Board that we have expended $207,000 of the Loan portion of the Grant and Loan to date. We have been covering the expenses through Berlin Water Works cash flow; we have not had to access the line of credit. While school is out for summer, staff is focusing on Willard Street and High Street both these streets are funded by NHSRL funds, however State Street was designed with the NHSRL funds even though it is USDA funding because it connects both Willard Street and High Street and we will begin water main construction on State Street next week.
- USDA – Godfrey Dam-Status:~ Berlin Water Works has expended $87,000 of the Loan portion of the Grant and Loan package. We presently have HDPE in 18” and 24” Diameter from Vari-tech who had the lowest bid, the Bridge, Screens, and gates are on order. Berlin Water Works will exceed the Loan portion of the Loan and Grant within the next month. Andy Sharpe of Provan & Lorber is working with Rural Development to determine what Berlin Water Works needs to do to close the Loan portion of the Grant and Loan package so that we may start expending the Grant portion. Berlin Water Works has advertised for bid the Godfrey Dam Gateworks Rehabilitation project, there is a pre bid meeting on July 29, bids are due August 11th and will be reviewed at the August 18, 2010 Board
Meeting. Superintendent Viens reviewed for Mayor Grenier work that was completed in 2003 at Godfrey Dam and the present work project that includes resurfacing the concrete, a bridge for access and safety, new gates and a temporary feed for construction period that will remain after the project is completed. Berlin Water Works has scheduled to complete the project before the Federal Prison goes on line. The construction project will take several months but the temporary feed line should take only five days to install. The temporary feed line will keep the system running throughout the construction project. Berlin Water Works received the Bond package information from Devine Millimet yesterday which is needed for the signing of the Grant.
- Support Equipment & Manning:~ -Hire two new temps: Superintendent Viens informed the Board that the staff has interviewed two temporary employees and with the Board’s approval will hire them to start work on July 26, 2010 to create the prepping crew for paving; these two employees will also fill in when the college students return to school next month. It was moved by Mayor Grenier, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to hire two temporary employees for the prepping crew. Under equipment, Superintendent Viens stated that one of the dump trucks was beyond repair, he asked for authorization to purchase a Mack dump truck from Bob Chapman. It was moved by Commissioner Block, seconded by Mayor Grenier, with all in favor, to authorize
Superintendent Viens to purchase the Mack Dump Truck in the amount of $17,500 which includes the price of $3,000 for rebuilding of the truck frame.
- New Backhoe Proposals:~ Superintendent Viens informed the Board that with the new temporary employees it would be beneficial to have a third backhoe. Presently the staff has to schedule crew around the use of backhoes that have to be moved from job to job. Two backhoes are being reviewed one is the CAT 420 which is the same model that we already have or a John Deere 310. If approved to purchase a new backhoe, Superintendent Viens stated that the staff would review both backhoes and choose the better of the two. It was moved by Commissioner Block, seconded by Mayor Grenier, with all in favor, to authorize the Superintendent to purchase a new backhoe.
- EPA Grant Application – Waiver Status & Environmental Impact Review: Superintendent Viens stated that Richard Skarinka, NHDES does not have the final answer on the Waiver Status, he is still waiting to hear the decision.. Superintendent Viens is requesting a proposal from Provan & Lorber for Engineering on this funded project which includes improving the Brown Farm Well.
- Brown Farm Well Head Protection Report Completed – Geo Insight: Superintendent Viens informed the Board that the final report is available for their review. He summed up the report with two important findings: 1) it has been suggested that the Well head protections site (area) be changed to eliminate the higher elevation area and to include the other side of the river adjacent to the well. 2) The water recharges well and the level is related to the level of the river.
- FBOP – SCADA Contract Amendment Approved – Equipment on order: Berlin Water Works signed the amendment for $38,000. The order for the SCADA equipment has been placed for the hardware, delivery is scheduled for early August with completion of project in late August.
- City – FBOP Sewer Project Contract – BWW City Invoice: At the June Board Meeting the Board requested that the ~ Superintendent Viens obtain and itemized Engineering bill for the $10,000 that the City of Berlin states is Berlin Water Works share of the total Engineering for the Sewer Project. Berlin Water Works received a copy of an invoice with the total amount due of $10,000 no breakdown of charges. Mayor Grenier suggested that Superintendent Viens call Patrick MacQueen the City Manager’s office for an itemized bill. Superintendent Viens noted that H.E. Sargent, Inc. has been progressing well with the sewer project and may beat their target date of August 31, 2010.
1. July 2, 2010 water account switched from contractor to US Government: The Federal Prison has been using water for flushing and watering the lawn.
- NHSRL – Two new Applications for 2010- Energy Project & Water Main Project and 7 year Forecast – Status: Superintendent had nothing to add at this time the application period has not ended so there is no information from NHDES on placement of projects by priority.
Other Old Business:~ Nothing to report for this meeting.
7. New Business:
- Approve August Payment Principal and Interest of ’93, ’94 and ’95 Water Bonds $696,168.75: It was moved by Mayor Grenier, seconded by Commissioner Block, with all in favor, to authorize the payment of the August Payment for Principal and Interest for the ’93, ’93 and ’95 Water Bonds in the amount of $696,168.75.
- Approve time for John Arsenault: It was moved by Commissioner Block, seconded by Mayor Grenier, with all in favor to approve 80 hours for John Arsenault.
Employee Reviews:~ This item has been moved to closed session.
Other and Communications:~ Nothing to report for this meeting.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on August 18, 2010 at our 55 Willow Street conference room.
There were no Public-Board Comments.
It was moved by Mayor Grenier, 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: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 a 1:07 pm.~ At about 1:08 pm, by unanimous roll call vote, it was moved by Mayor Grenier, 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 employee Lynne Lessard and after discussion a motion was carried by a vote of two to one to approve Superintendent Viens recommendation of compensation.
There being no further business to come before this meeting at this time, it was moved by Mayor Grenier, seconded by Commissioner Block, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:08 pm.
A True Record, ATTEST: Terry Block, Acting Clerk of the Board
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