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Minutes 10/13/2010
October 13, 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 Paul Poulin and Terry Block.  Absent from this meeting was Commissioner Stephen Tardiff and ex-officio member Mayor Grenier.  Also present for this meeting was Superintendent Viens and Lynne C. Lessard.

There were no Public-Board Comments.

It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to accept the Minutes of September 15, 2010 and Work Session Minutes of September 22, 2010.

Under the Berlin Water Works monthly Status Report dated October 7, 2010, Superintendent Viens reviewed the following with the Board:
  • Fall Hydrant Flushing began on October 1st and the crews are about half way done.
  • Several dirty water complaints were received due to the construction on Noury Street.  In addition, Godfrey Dam was down and the well was used.
  • Superintendent Viens handed out the Annual Inspection List for JLPC (Joint Loss Protection Committee) follow-up inspection dated 9/28/10.
  • A letter dated 10/5/10 to all Public Water Systems using surface water sources, from Paul Susca, Drinking Water Source Protection Program, with reference “Opportunity to amend rules to protect your water supply source” was sent to Superintendent Viens and the Board.  Superintendent Viens suggested no changes to this letter.
  • Water usage was down for the month of September.
  • A letter dated 9/29/10 from Robert Mann, NHDES regarding “Stage 2 Disinfection Byproducts Rule (Stage 2 DBPR Initial Distribution System Evaluation (IDSE)” was discussed by Superintendent Viens and the Board.~ The letter approved the IDSE report that was submitted is in compliance with the Stage 2 DBPR.~
  • The Board received the Annual Sanitary Survey Report from Robert Mann dated 9/10/10.~ Mr. Mann thanked the Superintendent and Marc Bergeron, system operator, for their assistance.
  • BWW has completed assisting the White Mountain Ridge Runner’s snowmobile club trail project near the Berlin High School.  An e-mail was sent to Superintendent Viens from Larry Gomes, Assistant Trail-master, showing before and after pictures and thanking Berlin Water Works for all the donated time and services.
9. Superintendent Viens informed the Board that a letter and check in the amount of $31,390 was sent to City Manager MacQueen dated 9/27/10 for the mobilization and demobilization cost for the cancellation of the Berlin Water Works’ 12th St. Bridge 12-inch water main crossing in the Sargent Sewer Contract.

10. A memo dated 9/02/10 from City Manager MacQueen to Superintendent Viens and other various City Department were houses listed for demolition this fall.

11. Federal Bureau of Prison’s Scada system installation is in progress.

  • 12.  Meter reading for the November Quarterly billing has been completed.
  • 13. The temp feed for Godfrey is working as expected.
  • 14. Superintendent Viens informed the Board that he and Andy Sharpe (Provan & Lorber) will be leaving on 10/14/10, to observe Keene’s water system and to look at their hydro project.  Later this month, Superintendent Viens is also planning to visit North Conway as they also have several “green” projects in the works.
  • 15. Commissioner Block asked for clarification on the Superintendent’s Report, Item #7, Rural Development Godfrey Dam Grant/Loan Project.~ Superintendent Viens said that we have disbursed 100% of the loan portion and the “overrun” in the amount $5,697.78 has been requested from the Grant portion of the project.
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 October 7, 2010.

It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor, to accept and place on file the Cashier’s Report for the month of September, 2010.
Under Old Business:
Funding Project Status:
1.      NHSRL – Paving Status: Superintendent Viens informed the Board that we have met all of our goals around the school.~ Paving should take place today.
a. Working on Champlain Street, Complete Noury Street Status: Superintendent Viens informed the Board that Noury Street is being prepped for paving.  On Champlain Street, crews are going to do another section of replacement work.  We plan to have paving complete by the first week of November.  The unspent loan balance is now down to ½ million out of the total $3m. NHSRL.
2.   USDA – Water Mains – High Street/Status & Northern Forest Heritage Park Status: Superintendent Viens informed the Board that he doesn’t think work at Heritage Park will begin this year.  Very hard ledge was encountered on High Street.  We rented Blas-Tech’s large hammer again.  Commissioner Poulin asked what happens to a customer whose line is on ledge and the property freezes.  Superintendent Viens answered that all services will be to depth and/or insulated properly to the property line.  The options would be for the customer to install a heat probe or lower their service on their property if required. Superintendent stated that there have been 41 customers that have been removed from the running water program.
3.   USDA – Godfrey Dam Status:  AR Couture – Construction Progress:  Several project meetings were held with Provan & Lorber, AR Couture and BWW.  Superintendent Viens shared that information with the Board.  AR Couture has submitted their first pay request in the amount of $184,914.00 and it has been forwarded to Provan & Lorber, to further forward to RUS for payment.  The loan closing which was scheduled for today has been delayed.
Superintendent Viens handed out a letter to Provan & Lorber’s James Murn, NHCSW Project Specialist dated 9/27/10 from Tim Aramini, Department of Safety regarding BWW’s High Pressure Water Main (Trail Development/St Lawrence & Atlantic Railroad.  The letter states that their office is declining funding/involvement work for the project “as this particular project does not fall under verticals that properly align with Homeland Security priorities”.  Superintendent Viens said that the trails group has not yet responded as 4-wheelers are eroding the land.  Test pits have been dug and materials look good for crushed Gravel.  State park representative Chris Gamache is working on obtaining a temporary permit.  The High pressure line is the only item remaining  to design for the State Revolving Loan Project.
4.  Support Equipment & Manning Status:  One of our temporary employees was the successful candidate for a position at Public Works Department.  His last day should be October 29, 2010.
5.  New NHSRL Loan Applications – Status:  Superintendent Viens informed the Board that he has been working on the application.
b.  EPA Grant/Brown Farm Well – Provan & Lorber Engineering Contract Award:  The Contract was signed with Provan & Lorber on 9/15/10.
c. 55 Willow Street Upgrade – HEB Study Status:  Superintendent Viens handed out a letter from Jay Poulin dated 10/6/10 regarding the kick-off meeting for the Willow Street Office Building Improvements.  Superintendent Viens and the Board will discuss this further at next month’s meeting.
d. Salaried Position – Unfilled Status:  Nothing to report at this time.
e. Other Old Business:  Superintendent Viens updated the Board regarding the City’s FBOP Sewer Project.
7.  New Business:
a. Approve Payment for State Revolving Loan #02 in the amount of $119,023.83.  It was moved by Commissioner Poulin, seconded by Commissioner Block, with all in favor, to make the payment due November 1, 2010.
b. AFSCME’s Intent to negotiate Agreement – Letter Dated July 13, 2010:  Superintendent Viens informed the Board that no demands have been exchanged by the City.  The contract expires July 31, 2011.  Water Works has not yet been involved.
c. Review Annual NHDES Sanitary Survey Report – September 10, 2010 – Robert Mann:  This item was previously discussed under the Status Report.
d. State II Disinfection BP Letter September 29, 2010:  This item was previously discussed under the Status Report.
e. Invoice Cloud and Northern Data Systems Proposal:  Superintendent Viens informed the Board that NDS has partnered with “Invoice Cloud” to provide BWW a proposal for electronic bill presentment and online payment service.  This would allow our customers to have access their account on-line and make payments by using a credit card or their bank account.  This would also give the staff the capability to accept credit cards at the office.  It was moved by Commissioner Block, seconded by Commissioner Poulin, with all in favor to move ahead with this process as recommended by the Superintendent & office staff.  Superintendent Viens will contact the City Manager regarding this upgrade.
f. Other and Communications:  Superintendent Viens and Chairperson Langlois met with representatives from Laidlaw yesterday.  Superintendent Viens spoke about BWW’s background and financial history.   He stated that we are non-profit and are here to serve our customers.  What we would do for Laidlaw would have to reflect on our other customers as well.  Laidlaw would be billed monthly.  Laidlaw is requesting a proposal by November 15th so that they can share with their investors.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on November 17, 2010 at our 55 Willow Street conference room.
There were no Public-Board Comments.
The Board did not enter into a non-public session.
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 1:20 pm.
A True Record, ATTEST:   Paul Poulin, Clerk of the Board