December 16, 2009
A regular meeting of the Board of Water Commissioners was called to order by Acting Chair Lucien Langlois at 12:00 noon. Commissioners present were Steven Tardiff & Terry Block. Absent for this meeting was Commissioner Paul Poulin and ex-officio member Mayor Bertrand. Also present for this meeting was Superintendent Viens & Lynne C. Lessard.
At this time, it was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to have Commissioner Langlois replace Chairperson Richard Fournier’s position on the Board.
It was moved by Commissioner Block, seconded by Chair Langlois, with all in favor, to have Commissioner Tardiff serve as Acting Clerk.
There were no Public or Board comments at this time.
It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to accept and place on file, the Minutes of November 18, 2009 and Work Session of December 01, 2009.
Under the Berlin Water Works Monthly Status Report dated December 11, 2009, Superintendent Viens reviewed the following with the Board:
1. Reminder of the Christmas party on Friday, December 18, 2009.
2. BWW is not actively working on Force Account Work but is focusing on maintenance work. The crews have been working on outside & inside improvements, such as cleaning around the Androscoggin Plant and organizing pipe and also yard work done at our 55 Willow Street buildings. Superintendent Viens also informed the Board that the cost for Morrissey Environmental was $2,700 for removal and proper disposal of transite pipe.
3. The BWW logo/address building signs have been placed on order for the three Willow Street buildings.
4. Superintendent Viens also mentioned to the Board that possibly next week, he plans on taking a trip to Barre, Vermont to purchase a “thumb” for the excavator.
5. A 2010 Ford 150 4x4 Pick up truck was ordered thru Grappone Ford in the amount of $17,964. Water Works should receive this vehicle within a few months. Superintendent Viens also suggested purchasing a second vehicle. He also told the Board that the two (2) foreman trucks have fuel cells to fill equipment when called. Superintendent Viens stated that by reassigning their vehicles to the crews, this would free up Foreman time to work on other tasks. The purchase of the second pick-up was to be voted on under new business.
It was moved by Commissioner Block, seconded by Commissioner Tardiff, with all in favor, to accept and place on file the Monthly Status Report.
Under Old Business:
a. Stimulus Funding Application – NHSRL and USDA RUD – Status – Provan & Lorber – Godfrey Dam Engineering Report meeting December 17th – noon: Superintendent Viens reviewed with the Board about Provan & Lorber working on all three projects. With the NHSRL #07 project, Robert Mann informed Superintendent Viens that additional oversight requirements must be met by using a third party to conduct interviews with employees. This would be to verify/confirm that BWW is in compliance with hours worked, overtime and rates paid as submitted by BWW to NHDES. Thursday, December 17, 2009 at noon, Superintendent reminded/invited the Board to attend a review of the Godfrey Project with Provan & Lorber, to get Final Scope input for the Bid Package in order to
minimize change orders.
b. FY2010 Budget – Review Possible Adjustment for Stimulus Project Work and additional Fall temp employees (Status – All laid off) and additional equipment-acquisition status: The Superintendent discussed the purchase several vehicles & equipment that we would possibly need to maintain & continue our Force Account Work.
c. Gravel, Sand & Crush Stone Issues, Jericho Lake/State RV Part Gravel Issue & Airport Sand Status: The Superintendent said that there is no information on the Jericho Lake Project. However, he did meet with the Eric Kaminsky from the Airport Authority. Superintendent Viens said that York Land Surveyors will have to survey the area during the first of the year & also to put estimates on sand piles to stockpile.
d. Brown Farm Well Head Protection Geo Insight – NHDES Grant $19,978 – Status – BWW Payment of $9,000 paid to Geo Insight as approved at October 15, 2009 Board meeting – Testing & Well Failure & Repair: Superintendent Viens informed the Board that while running Task 3, at the Brown Farm well, the motor failed on Thursday November 19th during the GEO Insight testing. Layne Christian Company was contacted to replace the motor. During this testing, Geo Insight continued to collect data on drawdown vs time & temperature vs time and whether the water is coming from the acquirer or the river. The next step is for Geo Insight to put this information into a model and make a recommendation as to what the protection area should be. Superintendent Viens
also noted that BWW has paid $9,000. as part of the agreement.
e. BWW Building Upgrade Plan – M&M Garage – Signs on Order Status: This topic was discussed during the Monthly Status Report and there is no further information.
f. BWW & PWD Interdepartmental Services Report – November 2009 – There is nothing to report at this time.
g. Department of Labor Inspectors Report – Letter dated October 14, 2009 – Status Response: Superintendent Viens sent a letter to Department of Labor on December 15, 2009, in response to their letter request of October 14, 2009. As a proactive measure, Superintendent Viens has set up a notebook binder that contains each topic with information gathered on each of the corrective measures as required. Mike Perreault, Director of Public Works, is also writing up policies to be part of the City’s manual regarding the Department of Labors Inspector’s Report. Both departments are writing up policies and separate Standard Operating Procedures (SOP) will be developed to support the policy.
h. NDS Proposal – Disaster Recovery & Enterprise Backup Options: It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to authorize the Superintendent to contact Northern Data Systems (our current computer business system) to proceed with Option #02 “Business Continuity Professional I with EBM” in the amount of $1,800. per year .
i. Private Fire Hydrants: Superintendent Viens had nothing to report for this meeting.
j. FY2009 Audit Report – Finalize & Approve: It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to accept and place on file, both the Berlin Water Works Management Letter & Annual Financial Statements for the Year Ended June 30, 2009 as prepared by Melanson Heath & Company, PC.
k. Other Old Business: There was no other new business at this time.
Under New Business:
a. Laidlaw Request: Superintendent Viens informed the Board that he responded to Laidlaw’s “Pricing Estimate” request in a letter dated November 30, 2009 as they wanted something in writing. The letter shows the calculations for an annual price for estimated annual average use of 1.4 million gallons which amounts to $785,099.81 per quarter based on our current rate structure.
b. Approve Chemical Bid Results – Bid Date: December 15, 2009: It was moved by Commissioner Block, seconded by Commissioner Tardiff, with all in favor, to award the 2010 Chemical Bid to Jones Chemical for both caustic and bleach.
c. Other and Communications: This agenda item was discussed after the Charge out Rate & John’s services.
d. Charge out Rate for Roller Cat Model 323 - $150/day: It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor to add the Roller @ $150/day to our Hourly Charges & Special Services rate schedule.
e. John Arsenault – Additional 80 hrs: Superintendent Viens explained the value of John Arsenault’s services to the Berlin Water Works. After a brief discussion, it was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to authorize an additional 80 hours for John’s services.
f. Other & Communications: Superintendent Viens stated that Fraser Mill had faxed us about the pending changes. A formal letter request from Tri-County Cap dated December 10th, 2009 addressed to the Board of Water Commissioners was discussed. Their request is to ask that BWW abate all future finance charges on our water customer Robert Lavoie – 640 Hillside Avenue. Our records indicate that Mr. Lavoie currently is in arrears of $931.33 as of 11/20/09. It was moved by Commissioner Tardiff, seconded by Commissioner Block, with all in favor, to grant this request as long as Mr. Lavoie stays current on future water bills and also to make payment on the past due billing. Superintendent Viens and the Board briefly discussed the path forward for keeping the Superintendent employed
for another one (1) to three (3) years full time. It was recommended by the Chairperson Langlois, with all in favor, to have Superintendent Viens review this letter with Attorney Desjardins prior to the Board’s approval for their next regularly scheduled meeting.
The Board agreed to hold their next regularly scheduled meeting at 12:00 noon on January 20th, 2010.
There were no Public comments. As for Board comments, the Superintendent & Board members welcomed Terry Block as a Ward 3 Water Commissioner, as former Chairperson Richard Fournier moved from the area. Commissioner Block’s term will expire May 1st, 2010.
At this time the Board acknowledged Richard Fournier’s eleven and half years of dedication to the Berlin Water Works. Mr. Fournier has carried us through a very difficult time with compliance issues and loss of customer base, especially the pulp mill shutdown, the BWW largest customer. In spite of that, he managed to move the department forward with his vision of a more cost effectively operated continuously improving department. As Chairman since December 1999, the staffing was downsized (19 to 14) with increase staff training , debt load was reduced ($16MM to $8MM) with “force account” work, fire protection capabilities improved ( 250 to >400 hydrants w/ higher flow capabilities), and water rates were not increased since 1998 (were highest in NH), which is commendable management. When Chairman Fournier
started, the System was unreliable and water quality was not as good as it now. The number of breaks and leaks, as well running water customers has been dramatically reduced and is working towards zero. The daily water flow into the City has been reduced from as high as 4,000,000GPD to 800,000GPD. The Berlin Water Works will forever be grateful for his dedication and improvement sustained for the City of Berlin.
The Board did not enter into a non-public session.
There being no further business to come before the Board at this time, it was moved by Commissioner Block, seconded by Commissioner Tardiff, with all in favor, to adjourn this meeting.
The meeting did so adjourn at 1:15pm.
A True Record: _____________________________
Acting Clerk of the Board Steven Tardiff
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