DRAFT
March 19, 2008
A regular meeting of the Board of Water Commissioners was called to order at 6:30 PM by Chairperson Richard Fournier. Commissioners present were Paul Poulin and Robert Delisle, Lucien Langlois and ex-officio member Mayor Bertrand. Also present for this meeting was Leo Roberge, Superintendent Roland L. Viens and Debbie Baillargeon.
There were no Public or Board comments at this time.
It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor, to accept and place on file, the Minutes for February 20, 2008.
Under the Berlin Water Works Monthly Status Report dated March15, 2008; Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens informed the Board that he had spoken to the representative of St. Barnabas Church, David Morin regarding an easement for a water line on the river side of Main Street across from the Church to replace an old 2” galvanized water line. Placing the water line off the street would avoid traffic issues and ledge that would be encountered for the water line to feed 324 and 340 Main Street. A request in letter form was sent to Mr. David Morin.
2. We have heard from Milton Cat regarding our 420E, a representative from customer services called Steve Lefebvre to ask some questions about the backhoe problems we have been experiencing. A representative from CAT is suppose to be here tomorrow, we will have our mechanic work along side the representative to see what they determine to be the problem with the backhoe.
3. Superintendent Viens informed the Board that their packet included the updated Operation, Maintenance and Response Information for Godfrey Dam that was submitted to NHDES.
4. For information purposes the Superintendent informed the Board that at the recent Planning Board meeting it was approved to change the entrance to the Cates Hill manufactured home building site east down the hill to avoid a large s curve entrance.
5. Superintendent Viens also noted for the Board that the meeting packet has a copy of the response to Senator Sununu’s office regarding further questions on the request for Federal Grant money submitted February 9, 2008.
6. Superintendent Viens distributed two letters to the Board regarding the new State 2 DBP and LT2ESWTR rules that go into effect this year. He and Steve Lefebvre attended a meeting at NHDES in Concord, NH today regarding the scheduling of the new test requirements. The Berlin Water Works schedule needs some minor adjustments; we should start the first test in September. Good news received this week regarding Stage 1 quarterly testing; due to good test results the testing has been reduced to once per year rather than the four times per year. Commissioner Langlois asked if a change in Berlin’s population numbers would affect our waiver for a community under 10,000, Superintendent Viens stated that he was not sure.
It was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor, to accept the Berlin Water Works Monthly Status Report dated March 15, 2008.
After a brief discussion, it was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for period ending February, 2008. Commissioners questioned where the money for the 46 Willow Street garage payments were coming from and Superintendent Viens informed them that it comes out of the Garage accrual account. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to make the payment for the State Revolving Loan #5 in the amount of 123,647.72 in May. Superintendent Viens distributed a sheet showing rate and yields for Certificates of Deposit (CD) and MBIA interest to the Board. Following the second payment by Federal Bureau of Prisons it was moved by Commissioner Langlois, seconded by
Commissioner Poulin, with all in favor, to authorize the Superintendent to purchase two CD’s at Northway Bank in the amount of $250,000 each for seven months at 4.2% and to deposit $544,000 at 3.18% to MBIA, the amount at MBIA can be withdrawn at any time without penalty.
Under Old Business:
a. Federal Bureau of Prisons – Water Service Status—Boring- Directional Drilling Status: Board discussed the directional boring at the job site. Mayor Bertrand asked when they will be drilling again; Superintendent Viens stated that he would call him to let him know it is tentatively scheduled for tomorrow. Today they encountered some boulders which slowed them down, but they will return with another operator more experienced with boulders to drill tomorrow. The first phase is complete and we have received a bill for the 380 feet at $88.00 per foot for a total of $33,440.00. It was moved by Commissioner Poulin, seconded by Commissioner Delisle, with all in favor, to authorize the payment of 33,440.00 to Bore Tech for the completion of phase 1. The Board discussed the
directional boring in the northern section of the Federal Bureau of Prisons water line project, original plan was to obtain an easement from Georgia Pacific, but the contact person has since left his job and it does not appear that we will be able to contact anyone from Georgia Pacific. The staff would like to bore under the edge of the road without disturbing the road to eliminate the trees, pavement and heavy traffic in the area. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize the Superintendent to negotiate a price with Bore Tech for directional boring the northern section of the project site.
b. Proposed FY 2009 Budget Draft: Superintendent Viens informed the Board that this is the first Draft; it has eight actual months of spending and four months from the previous year to reflect spending this FY 2008. Superintendent Viens also distributed a list of items both long term and short term goals for the Berlin Water Works for information purposes; he will update and provide them with a new list at next months meeting. The draft budget shows an amount of about $50,000 less than last year, some of the notable changes are one less employee and higher energy costs. Fuel costs have increased significantly over last year, during the winter months Berlin Water Works purchases the diesel for equipment at Irving because our machines are left outside and the City purchased fuel gels up in the
equipment making start up difficult. In reviewing the Budget Mayor Bertrand asked when the Bonds would be paid for, Superintendent Viens stated that they are twenty year bonds and the first will be paid off in 2013, 2014 and 2015. Chairperson Fournier noted that once the bonds are paid off the financial burden will be lightened and should allow for the water rates to be more comparable to other communities of the same size. The Superintendent informed the Board that there would be a second draft budget for the next meeting with an actual nine month total of expenditures.
c. NDS System Upgrade & Water Rates –Status: Superintendent Viens contacted Northern Data Systems (NDS) requesting a retainage on the contract for the upgraded system both software and hardware. The salesperson stated that the update will include an inventory program and an updated General ledger. The goal of the staff is to use the new system along side the present system to model a new linear rate structure for water rates. Under water rate increase Superintendent Viens informed the Board that Robert Mann NHDES had contacted him earlier about the Coos County Nursing Home obtaining information about installing a well for water. Patrick MacQueen, City Manager also notified the Superintendent that the Coos County Commissioners have requested a meeting with the City of Berlin and
Berlin Water Works regarding the sewer and water charges for the Coos County Nursing Home. The Board suggested that Superintendent Viens attend the meeting with the Coos County Commissioners. Presently there is no ordinance to prevent residents or businesses within the BWW distribution system of drilling a well for water supply. In referring to the new rate structure Mayor Bertrand asked when it would go into effect, he stated that the customers should be notified one full quarter a head of time. Superintendent Viens stated that the new rates would not change until the new billing system is installed and we have had a chance to model the new rates with the current customers.
d. Brown Farm Well head protection and the Wood Pellet Project – Status: The State of NH has recently sent us the revised well head protection sanitary protection area around the Brown Farm well it is a four hundred foot radius. The Wright Pierce location for the new sewer pumping station for the FBOP project is close to the sanitary radius. The Planning Board has been reviewing the plans and have several suggestions; method of containing discharge, using the sewer line that crosses the river or build a dike around the structure to protect the surrounding area. A third party opinion is needed possibly Geo Insight to review the best solution. The Pellet Plant has received a conditional approval for construction pending recommendations from Geo Insight; the plant would be outside the
four hundred foot radius of the Brown Farm Well. The Planning Board is working on a new Master Plan and protection of the Brown Farm Well is on the agenda, they have an understanding of how important the well is to the supply of water to the City of Berlin. The Geo Insight study was paid for by the developer.
e.T2ESWTR & Stage 2 DBP – Status: The Board discussed this item during the Monthly Status Report earlier. Superintendent Viens did state that the first test date will be in September 2008.
There was no other old business at this time.
Under New Business:
a. Review Draft Auditors Report Acceptance: The Berlin Water Works Auditor is Vachon-Clukay the same firm as the City of Berlin. Superintendent Viens informed the Board that he and the Office Manager had a long conversation with one of the Auditors regarding some deficiencies and have determined that the new NDS software program will correct most of the problems. After a brief discussion it was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept the draft Auditors report.
b. NHDES Utilities Mutual Aid: Superintendent Viens was contacted by Dave Danielson about a project to get utilities to volunteer for mutual aid. The template sent to Berlin Water Works is for utilities and it costs $25.00 per utility per year. It is a state program to help local communities, if you are a member you would qualify for FEMA if there was a need. Berlin Water Works has helped other communities such as Groveton and Lancaster in the past. It was moved by Commissioner Langlois, seconded by Commissioner Delisle, with all in favor, to authorize the Superintendent to enter into the mutual aid agreement. Superintendent Viens stated that he would contact the City Manager regarding the waste water utility to inquire if they are interested in the mutual aid agreement before he signs
for the Berlin Water Works.
c. Construction Labor, Equipment and Material Charges – Review: The Board received copies of the proposed rates for Construction Season 2008 starting April 1, 2008. It was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor, to approve the Construction Rates for 2008.
d. Drinking Water Week in May: The Mayor agreed to sign a proclamation for Water Week. Chairperson Fournier asked that the schools be notified of Water Week so that the students may attend an open house and tour of the Water Treatment Facility.
e. Employee Reviews: Board will discuss under closed session.
f. There was no other new business at this time.
It was agreed by the Board to hold their next regularly scheduled meeting on Wednesday April 16, 2008 @ 6:30 PM at their 55 Willow Street Conference Room.
Under Public Comments Mr. Leo Roberge addressed the Board, he asked if they had received a letter from Bryan Lamirande and the Board said they would discuss the letter in closed session. Mr. Roberge stated that the temporary employees were working full time and should have full time benefits.
There were no Board comments at this time.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, 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:2I(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 8:15PM. At about (9:25 PM by unanimous roll call vote, it was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor that the Board returns to their regular public meeting.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize an additional eighty hours for John Arsenault.
There being no further business to come before this meeting at this time, it was moved by Commissioner Delisle, seconded by Commissioner Poulin, with all in favor to adjourn this meeting.
The meeting did so adjourn at 9:27 pm.
A True Record, Attest
Robert Delisle, Clerk of the Board
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