2009-09-24 Water District Trustee Minutes



Don Oakes – Chairman Arthur McLean – Superintendent
Brant Miller – Treasurer Gina Flower – Office Manager
Harvey Freeman – Clerk Jeff Musich from Wright-Pierce
Stephen Cox – Trustee Darrin Lary from Wright-Pierce

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

Jeff and Darrin were present to give the Trustees an update on the status of the Redundant Well Project. There was a bid opening last week for the pump and electrical work required to install the pump. Only one bid came in, from Goodwin Well & Water, Inc. The Drinking Water Program ruled that we need at least two quotes for the work in order to be able to accept someone as the low bidder. Wright-Pierce has gotten commitment from two bidders promising that they will submit bids if we re-solicit quotes for this project. We need to make a decision soon since there is a 5-week lead time on ordering the pitless adapter. It has been scheduled to have a second bid opening on Monday, September 28th.

If the new bids come in as anticipated, the total project should come in within budget. However, there is no money left for the SCADA system. The Trustees will look at the budget and see if there is any way to get some sort of upgrade outside of the project.

VOTED: On motion of Miller, seconded by Freeman to authorize the Chairman to award a contract
on Monday if the quotes come in under $37,000. Notice to Proceed will be signed on
Monday as well. So voted.

VOTED: On motion of Cox, seconded by Miller to approve the minutes from the meeting held on
August 20, 2009 as written. So voted.

Art noted that all of the pipe has been ordered from E. J. Prescott but has not been delivered. Delivery will depend on the outcome of the bid opening on Monday.

VOTED: On motion of Freeman, seconded by Miller to approve the financial report for August as
Written. So voted.

The warrant for the month was reviewed and approved in the amount of $22,705.25.

Four checks were signed from the project account as a result of the approval of Pay Ap #2.

The Treasurer reviewed and signed the checking statement for August.

Gina noted that we recently received a debit card attached to the checking account. This card was not requested and is of no use to the District. Don and Gina will see that the card is removed from the account and that we do not receive another card in the future.

The matter of the status of the tax bills we received a few months ago was discussed. Don made a trip to the Bowdoin Town Office and told them we are tax exempt. We have not heard anything from them since.

Three lien notices were signed by the Treasurer.

Don asked what the thought was on changing the mailing address for the District to one in Richmond. It was decided that this might not be such a good idea at the present time so the matter was tabled.

Don also mentioned that he had spoken to Kathy Durgin-Leighton regarding some office space for the District in the Town Office building should it become a necessity. She thought something could be arranged.

Art noted that the Town is re-surfacing Center Street next year. He will need to replace all the service boxes before any work is done. He will try to get several quotes for the cost of the project before the 2010 budget is completed. Art will record all the service tie measurements, etc. for Steve at the same time the work is done.

Art noted that he has heard from a Central Maine Power Company arborist about cutting down the tree at the Preble Road tank site, but the job has not been done yet.

The matter of completing the personnel policy was discussed. Harvey is willing to help get the ball rolling on this item once again.

The matter of Verbal Work Scopes was discussed. It was agreed that any time a scope of work is done it should be in writing. This should include the work that Cote should be doing next year. The Trustees would like to see a bullet list of exactly what is entailed in the job. That way there would be less margin for error on either part.

VOTED: On motion of Freeman, seconded by Miller to adjourn the meeting at 8:15 p.m. So voted.