DRAFT
September 19, 2007
A regular meeting of the Board of Water Commissioners was called to order at 6:30 PM by Chairperson Richard Fournier. Commissioners present were Lucien Langlois and Paul Poulin. Absent from this meeting was Commissioner Robert Delisle and ex-officio member Mayor Danderson. Also present for this meeting was Superintendent Viens and Lynne C. Lessard.
There were no public comments or Board comments at this time.
It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Minutes of August 15, 2007. Chair Fournier appointed Paul Poulin as Acting Clerk.
Under the Berlin Water Works Monthly Status Report dated September 14, 2007, Superintendent Viens reviewed the following with the Board:
1. Superintendent Viens handed out a spreadsheet outlining the employees Distribution and Treatment Grade Operating Licensing levels. It was noted that we have involved a good percentage of employees participating in the rotation coverage as part of the Union negotiations.
2. Superintendent Viens reviewed the Treatment Plant’s monthly chemical report for total usage. The larger cost items are for bi-carb and polymer. The Bi-carb has increased as our usage increased due to the mandated lead and copper program increase in alkalinity. However, the Bi-carb also decreased because employee Steve Lefebvre has been working with the Treatment Plant Operators to optimize the cycle for flushing filters/pumps and therefore using fewer chemicals.
3. Superintendent Viens gave the Board a “Revised Priority List” which is periodically reviewed by the staff and him with the intent to keep all working towards same goal.
4. Superintendent Viens met earlier this month with Tracy L. Wood of CLD Engineering and Gregg MacPherson of Rural Development. The meeting was held to review all Rural Development Grant projects which also included T-Buck Construction.
5. Public Service of New Hampshire has a planned outage of the Smith Hydro during September 24th thru 28th,at which time BWW will replace a section of the 16” water main on the Mason Street river crossing that was repaired in June, 2007.
6. A letter from Congressman Hodes dated July 17th, 2007 stated that he was not successful in obtaining funds for BWW’s continuing Water Distribution System Infrastructure Improvements.
7. Superintendent Viens informed the Board that concrete repairs were completed just below the Godfrey Dam. However, several leaks were found, the largest was repaired and small leaks are scheduled to be fixed this fall.
8. Installation of the new water main on Western Avenue has been scheduled to begin in October. Final paving for the T-Buck Construction has begun. As per an agreement between BWW, the City Engineer & City Council, those streets will not need complete overlays of pavement. By doing so, thru this agreement, a sum of funds should be available for paving improvements on Western Avenue.
9. Hydrant flushing began late in August and has been completed throughout the City contributing to the increase in water supplied to the distribution system
10. Thirty (30) Lead & Copper compliance samples were submitted to the State for testing on September 14th, 2007.
It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to accept the Berlin Water Works Monthly Status Report dated September 14, 2007.
Superintendent Viens reviewed the August, 2007 Cashier’s Report. He noted that this is the second month of our new Fiscal Year, and it has a five (5) week payroll. Under the debt payments, $878,367.49 was paid which is approximately 60% of the total debt for the fiscal year. Superintendent Viens explained to the Board that we did not receive an updated State Revolving Loan Schedule (SRL #06) from the State which increased the first payment by $16k. Richard Skarinka, from NHDES explained to the Superintendent that the early payments are going to be larger than originally stated; however, the latter part of the loan payments will be less and will issue the revised schedule to the Superintendent. (Please note that the revised amount was not included in the Board’s FY08 Budget
figures.) Also, a meeting is scheduled with Mr. Ron Goudreau from the Northway Bank, to discuss the proposed “Line of Credit”. For future Cashier’s Reports, a new line item will be inserted to track funding from the new Federal Prison. At this time, it was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file, the Cashier’s Report for period ending August, 2007.
Under Old Business:
a. Federal Bureau of Prisons (FBOP) – Water Service Status: Superintendent Viens spoke about the on-going negotiations regarding the “FBOP”. Several concerns were highlighted such as:
1. Current Berlin Water Rates: Our Water rates were included in the original packet to the Federal Bureau of Prisons, which we submitted last year. The question arose that when or if BWW were to restructure its water rates, what course of action would be needed to inform the FBOP as this is a 10year contract at our current rates. The FBOP will have no problem paying a rate increase as long as the Board of Water Commissioner’s send a letter 30 days prior to the FBOP authorizing the increase and that as a water supplier, we have the right to raise the rates to justify expenses/debt and that all customers have been raised across the distribution system.
2. Distribution of $2,088,000.00 Contract Award Amount to Berlin Water Works: Superintendent Viens has been in contact with Tracy L. Wood of CLD Engineering regarding this matter. A draft payment scheduled was given to the Board for their review and input.
3. SCADA Computer System: The revised FBOP water line proposal and proposed contract scope does not include any SCADA equipment. All SCADA is to be provided by pump stations and storage tank contractor.
Also part of the FPOB discussion, Superintendent Viens and the Board reviewed the distribution map to discuss the path forward to install the water main for the prison. The design spec for this new main will be 200 psi minimum. Current customers, south of Horne Brook, will stay on the old line, property owners north of Horne Brook will be on the new water main. Superintendent Viens handed the Board a list of all the property owners that we will need to work with for obtaining rights-of-ways and secure easements. BWW will be prepared to move on this project this fall. We have been getting pricing for materials, such as HDPE pipe, and ductile iron pipe looking for the best value and quality. FBOP stated that if there are any other questions or issues that need to be resolved, to state so
in the cover letter. Items would be SCADA, backflow and meter installation. Our rules state that we furnish the meter and we pay for ¾” meter and they pay the difference in size. At this time Chair Fournier stated a motion was in order for Superintendent Viens to be authorized by the Board to enter into an agreement with FBOP to provide the water line connection in the amount of $2,088,000.00. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to authorize and allow the Superintendent to sign the necessary documents and submit same to Laurie L. Williams, FBOP, construction Contraction Section – 320 First Street, NW – Room 5006 – Washington, DC 02534.
b. Jericho Lake/State RV Park Gravel Issue & Transmission Line/Culverts & Vents Status: City Manager Pat McQueen attended a meeting in Concord to attempt to resolve the outstanding issues. The City wants to maintain all “mineral rights”. City Manager McQueen spoke to Superintendent Viens and said that they informed him that Jericho Lake Park was created with Federal money and could not take minerals from the park. BWW staff supplied the City with a map with the proposed gravel sites for the meeting. City Manager McQueen stated that as a result of his meeting that they would let the legislature decide. Superintendent Viens stated that the reimbursement of $4k that BWW paid for surveying was not discussed. Chair Fournier suggested to the Superintendent
that he talk to our local State Representative John Gallus.
c. Proposal for rental of Androscoggin Treatment Plant Facility – Status: Superintendent Viens was informed we are not on the final list to rent to the Department of Safety’s Office of Emergency Medical Services and now can be eliminated from the Agenda.
d. Hydrant Flushing – Late August w/Lead & Copper Test in September – Status: As previously discussed in the Monthly Status Report, hydrant flushing has been completed and Lead & Copper samples have been submitted to NHDES.
e. Review Financials, Line of Credit and Water Rates – Status: The status of establishing a Line of Credit from Northway Bank has not yet been concluded due to Attorney James Michalik being unavailable to answer financial questions for the Bank’s Attorney. We are waiting to hear from Attorney Michalik regarding this matter and are hopeful that this matter will be cleared by next months meeting. Superintendent Viens updated the Board as to the progress of developing water rate increase scenarios and are continuing to gather information.
f. Godfrey Dam Repair Project – Status: As reviewed during the monthly report, Superintendent Viens handed out pictures of the completed project.
g. City Discontinuance of Section of Rheims St – Resolution: The City of Berlin passed a Resolution on August 20th, 2007 that the City Council discontinues the section of Rheims Street between Pershing Avenue and Bridge Street from all public servitude, except to retain a water utility easement 10 feet permanent and 20 feet temporary for the existing water line.
There was no other old business at this time.
New Business:
a. Charge out Rates for Komatsu: The Board reviewed the proposed charge out rates for the new Komatsu equipment as prepared by the Superintendent and input from Mike Ouellette from the Komatsu dealership. Mr. Ouellette said that these are the prevailing rates. Chair Fournier stated that we need to make sure that we have enough charge out hours to cover the cost for payments. It was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor, to accept and place on file the new Komatsu charge out rates.
b. Water Service Application for Cates Hill Road: Superintendent Viens informed the Board that we have approved an Application for Water Service located at 9 Hanover Road.
c. Approve State Revolving Loan (SRL #02) Payment November 1st in the amount of $129,039.95: It was moved by Commissioner Poulin, seconded by Commissioner Langlois, with all in favor, to authorize payment to be made to the State for the above amount.
d. Other and Communications: Superintendent Viens spoke about the Marquis Brook repair, which we are going to monitor the situation and will not be repaired until next year. Also Superintendent Viens talked about the history of SCADA System. The upgrade to the distribution system took place in the late 1990’s & installed the SCADA system with 5 computers. One of these computer’s hardware has recently failed. Superintendent Viens is proposing that we only replace the 2 machines at the Ammonoosuc Treatment Plant, and make that the Master computer. The Androscoggin Treatment Plant currently runs the master computer and eventually won’t be as important for our system. This system was originally installed by Charlie Fritz of Electrical Installations, Inc.
Superintendent Viens handed out a Proposal dated September 14th, 2007 from AD Instruments which we have been using their services for the past year as they have been readily available unlike EII. It was moved by Commissioner Poulin, Seconded by Commissioner Langlois, with all in favor to accept and place on file, the Proposal from A/D Instrument Repair, Inc. – 23 B South Main Street – Newton, NH in the amount of $26,526.00 to replace two Ammonoosuc units with new operating systems, ifix & configuration. Board authorized Superintendent Viens to close out the Ammonoosuc Generator Repair Accrual Fund and use the $5k towards the purchase.
The Board agreed to hold their next regularly scheduled meeting on Wednesday, October 17, 2007 at the Ammonoosuc Treatment Facility – 180 St. Laurent Lane.
There were no Public or 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)k Personnel-Wages-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 8:09 pm. At about 8:27pm by unanimous roll call vote, it was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor that the Board returns to their regular public meeting.
There being no further business to come before this Board at this time, it was moved by Commissioner Langlois, seconded by Commissioner Poulin, with all in favor to adjourn this meeting.
The meeting did so adjourn at 8:28pm.
A True Record: Attest:
Paul W. Poulin, Acting Clerk of the Board
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