2009-05-28 Water District Trustee Minutes

BOWDOINHAM WATER DISTRICT BOARD OF TRUSTEES MAY 28, 2009

MEMBERS PRESENT: OTHERS PRESENT:

Don Oakes, Chairman Arthur McLean, Superintendent
Brant Miller, Treasurer Gina Flower, Office Manager
Harvey Freeman, Clerk
Stephen Cox, Trustee
Gordon Johnson, Trustee

The meeting was brought to order at 6:35 p.m. by Chairman Oakes.

VOTED: On motion of Miller, seconded by Johnson to approve the minutes of the meeting held
on April 17, 2009 as written. So voted.

Allan Frizzle couldn’t make it to the meeting this evening. He will try to come next month. Steve asked a few questions regarding the origination of the District. Don and Brant answered his questions to the best of their knowledge. They are hoping that Mr. Frizzle will have a better memory for what led the town to having a public water supply.

The Redundant Well project was discussed. The bid opening for the production well was held at Wright-Pierce on May 13th. Brant and Art attended the opening. The bids came in as follows:
Boart Longyear $42,460.00
Layne Christensen Co. $49,400.00
R. E. Chapman $62,130.00

The amount of the bids was discussed through e-mail and by phone. On May 22nd, Darrin Lary from Wright-Pierce and Reidar Bomengen, the Project Manager from Boart Longyear visited the well site to check the area out for drilling rig access and at the same time Don signed the contracts for the project. The contracts were then hand-delivered to the lawyer’s office for his signature on Exhibit GC-A, approval of the contract and performance and payment bonds. The contracts were signed by the lawyer on May 26th and returned to Wright-Pierce on May 29th. The well will probably be installed in June.

VOTED: On motion of Freeman, seconded by Cox to authorize Don’s signature on the contract
with Boart Longyear for the redundant well project in the amount of $42,460. So voted.

The Owner and Contractor Certification of Buy American was reviewed and signed by the Chairman. Gina will see that it gets back to Wright-Pierce tomorrow.

The matter of clearing the well site of trees in preparation for the new well installation was discussed. Brant has talked with Brian Hobart. He is willing to cut down all the trees necessary and will do the job soon. The Trustees discussed whether or not we should also have someone come in and cut a 30 – 50’ swath all around the fence to open the area up. Gordon will check with the Town of Bowdoin regarding their rules for timber harvesting before any swath cutting is done.

Art had talked with several contractors regarding a bid for dozer work needed to finish preparing the site for the drilling rig. Two bids were received this evening: Ray Labbe & Sons - $2,900 and Cote Construction - $430. Art spoke with Bing Tribbet and he said he would leave a quote at the office but he did not get there before the office closed. Art also spoke with Doug Tourtelotte. He had said he would leave a quote in Don’s mailbox, but Don did not pick up his mail today.

A decision was made to give Doug Tourtelotte another day to get a quote in. If we don’t hear from him then the Trustees agreed to award the job to Cote Construction. (Doug’s verbal bid was not to exceed $1000). Gordon will talk with the Bowdoin Code Enforcement Officer to see if there is a limit on how much earth can be moved.

VOTED: On motion of Miller, seconded by Freeman to authorize the Chairman to award the job
to the lowest bidder by 3:00 p.m. tomorrow. So voted.

The driller will be here the second week in June. They will go to Richmond first and then to Bowdoinham.

It was agreed that we should solicit prices for the new SCADA system. This will be an Arthur action item.

VOTED: On motion of Miller, seconded by Freeman to approve the following vote:

(1) That the Chairman of the Board of Trustees is authorized and directed to apply to the Drinking Water State Revolving Loan Fund Program at the Maine Municipal Bond Bank for approval to borrow up to $150,000 of permanent financing to fund the design and installation of a redundant well (the “Project”), said funding to include engineering and construction costs, transaction costs and all other expenses reasonably related to the Project.

(2) That, pursuant to authority granted by the Charter of the Bowdoinham Water District, and any other applicable law, the District is hereby authorized to issue and sell to the Maine Municipal Bond Bank a Taxable Water bond of the District (the “Bond”) in an aggregate principal amount not to exceed $150,000 to fund the Project.

(3) That the District Treasurer and Chairman of the Board of Trustees are hereby authorized to execute and deliver the bond on behalf of the District to the Maine Municipal Bond Bank. The Bond is to be sold upon such further terms and conditions and at such interest rates as may be approved by the Treasurer and Chairman of the board of Trustees, and be attested by the district Clerk. The Bond may be issued with or without call or early redemption provisions, with or without premium, as may be approved by the Treasurer.

(4) That the District hereby irrevocably pledges the user fees, rates, assessments and other charges of the district for the payment of the principal of the Bond.

(5) That the Treasurer and Chairman of the Board of Trustees are hereby authorized to execute and deliver Loan Agreements with the Maine Municipal Bond Bank, in such form as the Maine Municipal bond Bank shall require, for the permanent financing.

(6) That the District officers and officials are hereby authorized to execute and deliver any and all documents and certificates, and to take any and all actions, including affixing the seal of the district as may be necessary or convenient to carry out the full purport of the foregoing orders, or any one of them.

The paperwork sent from the attorney for the SRF loan was reviewed and signed. There will be two loans for this project. Some of the funds are coming through the ARRA Stimulus funds and some directly from the SRF funds so we will have two loans, one in the amount of $76,213.50 and one in the amount of $28,086.50. The necessary paperwork for the loan closings was signed and will be returned to the lawyer’s office.

VOTED: On motion of Miller, seconded by Johnson to approve the financial report for the
month of April as written. So voted.

Gina was approached by Pam Ross at the Town Office last month about putting something together from the District for the annual Town Report. She typed up some highlights from the past year, ran it through Harvey, and sent it on the Town Office. Harvey handed out copies for the Trustees to see.

The warrant for the month was reviewed and approved in the amount of $7,640.07.

The checking statement for the month of April was reviewed and approved by the Treasurer.

The Consumer Confidence Report Certification Form was signed by the Chairman and will be forwarded, along with a copy of this year’s CCR to Dan Piasecki at the Department of Human Services.

A signed copy of the agreement between the Maine Public Employees Retirement System and Bowdoinham Water District was returned for our files.

VOTED: On motion of Miller, seconded by Johnson to adopt a Mission Statement for the
District as follows:

The Bowdoinham Water District’s mission is to provide its customers with a safe, high quality and reliable water supply that meets or exceeds all federal and state drinking water requirements. Our goal is to produce and distribute our product in the most efficient way, while maintaining and upgrading the system to meet future requirements. We are also committed to providing professional and courteous services to satisfy the diversified needs of our customers.

Art noted that we have been approached by Amy Poulin regarding the installation of a trailer on an empty lot on Route 138. Art has not looked at the site yet, but it appears that the trailer will go on the opposite side of the road from the water main. The District will be responsible for getting a road opening permit and will be liable if the road is not returned to its original state. It was agreed that we should get an estimate of how much it will cost to have a line run across the road and charge Ms. Poulin for the entire cost of the project, with payment received in advance of the start of any work. Installation a service installation by boring under the road will be priced on, as one of the installation option.

It was agreed that this should be a District policy for any new customers.

Harvey went to see the Poulin’s regarding the easement we need around the well site. They don’t seem to have any problems with what we need. We will eventually get something in writing showing exactly what the easement covers.

Steve reported that Ex-Tech will be doing some tank inspections for Aqua Maine this summer. Since they will be in the area, Steve asked about the possibility of having them come to Bowdoinham to inspect the two tanks on Preble Road. They could do a comprehensive inspection on the two Preble Road tanks at a cost of $1,400 apiece. Steve will ask about the possibility of doing an anniversary inspection on the concrete tank in Bowdoin.

VOTED: On motion of Freeman, seconded by Miller to authorize Steve to get a written quote
From Ex-tech for inspecting all three tanks. Steve will e-mail all members of the Board
With his results. The Trustees will then vote on the project by e-mail. So voted.

VOTED: On motion of Miller, seconded by Cox to adjourn the meting at 8:30 p.m. So voted.