2009-03-19 Water District Trustee Minutes


MEMBERS PRESENT:                                                           OTHERS PRESENT:
Don Oakes, Chairman                                                              Arthur McLean, Superintendent
Brant Miller, Treasurer                                                  Gina Flower, Office Manager
Harvey Freeman, Clerk                                                            Michael Broadbent, Superintendent
Stephen Cox, Trustee                                                                     from Richmond Utilities District
Gordon Johnson, Trustee
            The meeting was brought to order at 6:20 p.m. by Chairman Oakes.
VOTED: On motion of Freeman, seconded by Johnson to approve the minutes of the meeting
                 held on February 19, 2009. So voted.
            On Sunday, March 15, 2009 the trustees held a workshop to open and go over the engineering proposals that the District received for the redundant well project. Four proposals were received as follows:
                                    Wright-Pierce Engineers                                   $146,500
                                    Dirigo Engineering                                             $149,000
                                    Sevee & Maher Engineers                                $149,940
                                    Weston & Sampson Engineers              $124,950 - $161,800
            After some discussion the Trustees agreed to invite Dirigo Engineering and Wright-Pierce to tonight’s meeting to go over their proposals. These two engineering firms appeared to have done the most research and preparation for their proposals.
            At 6:30 Jeff Musich from Wright-Pierce and Hydrogeologist, Gary Smith arrived. They went over their proposal and agreed that if they got the job there would be some discounts if Richmond also hired them for their project. The proximity of the two projects would make it possible to do the well drilling with one mobilization, which should save both Districts some money.
            At 7:30 Tim Sawtelle from Dirigo Engineering and Dan Moore from Jacques Whitford arrived. They went over their proposal and agreed with Wright-Pierce on the location of the test drilling and on the discounts if both Districts hired their firm.
            In the discussions both Districts suggested the same company for the test wells, East Coast Drilling. Both firms estimated that the cost per foot for the test wells would be $40-50 and that it should take about 2 days to drill and test the wells.   The permanent well should be in by mid-July.
            After Dirigo Engineering left, the Trustees went over both proposals. It was agreed that from a technical standpoint either company is qualified to do the project. So the matter comes down to the bottom line. It was noted that we need a signed contract with an engineering firm by next Wednesday so a final decision needs to be made soon. The Trustees are leaning towards Wright-Pierce. Mike will meet with Jeff Musich tomorrow to get the bottom line for Richmond. If Jeff can come down enough to make it feasible for Richmond to hire them, then Bowdoinham will go with Wright-Pierce as well.
VOTED: On motion of Miller, seconded by Johnson to authorize D. Oakes to sign a contract with
                 Wright-Pierce unless negotiations fail, in which case we would go with Dirigo. A final
                 decision will be made tomorrow. So voted.
            At 8:30 the Trustees went back to the regular meeting.
VOTED: On motion of Miller, seconded by Cox to approve the financial report for the month of
                 February as written. So voted.
            The warrant for the month was reviewed and approved in the amount of $5,364.57.
            The paperwork for the annual report that must go to Rural Development was discussed and signed.
            The checking statement for the month of February was reviewed and signed by the Treasurer.
            Steve and Gordon noted that a certain amount of green improvements are attached to the Stimulus money. At least $5m of the total must be spent on green improvements. Since our project is mostly underground, that stipulation should not apply to us.
            Art noted that there was a water leak at the trailer park in Bowdoin. It was under a trailer in the park so the water went though meter and will be paid for.
            There was an automation problem at the well site when we had the last power outage. Arthur will discuss with the vendor and resolution may be part of the SCADA upgrade.
            Gordon noted that water withdrawal legislation is still of interest on the State level.
VOTED: On motion of Miller, seconded by Cox to adjourn the meeting at 9:30 p.m. So voted.