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BRUNSWICK SEWER DISTRICTBoard of Trustees Regular Monthly MeetingApproved Minutes 10 September 2007
Click here to return to the Board of Trustees page. Click here to return to the main page. Call to Order, Notice of Meeting Advertised, Recorded, and Prepared Agenda The regular monthly meeting of the Board of Trustees of the Brunswick Sewer District was called to order by Chairperson Priest at 7:35 a.m. on Monday, 10 September 2007, in the conference room at District offices. A prepared agenda was noted and the meeting was recorded. Members present: Chairperson Priest, Trustees Green, Savage, and Boochever. Others present: Assistant General Manager Blanchette, Finance Manager Nuttelman; Robert Coffin of 4 Bickford Avenue (8:21 – 8:40 a.m.); Michael C. Wing, Human Resources Consulting (9:45 a.m. – 12:01 p.m.); Shanna Bickford, camera operator.
The Trustees reviewed minutes of the 09 August 2007 regular Board meeting. IT WAS MOVED BY TRUSTEE SAVAGE, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ACCEPT AS AMENDED MINUTES OF THE 09 AUGUST 2007 REGULAR MEETING OF THE BOARD OF TRUSTEES. Public Comment No members of the public were present. A developer commended the District on its organization of the permit process and noted it to be the most efficient and “most painless” of all the permits he had to obtain. The contractor doing the MDOT paving project commended District staff on the speed, efficiency, and quality of work performed. There has also been some additional communication with officials of the Town of Bowdoinham regarding the District sludge utilization program.
Financial: The Trustees examined the Variance Analysis at 31 August 2007. A copy of this report is included in these minutes and adopted by reference. Revenues, expenditures, receivables, liens, and cash equivalents were reviewed. In comparison with budgeted amounts, total revenue accrued through the reporting period is $85,000, or 4.5% favorable, and total expenditures is $105,000, or 5.7% favorable. Expenses are running approximately $159,000 in advance of projections, while a number of capital items have not been acquired yet. The Assistant General Manager noted the Variance Analysis regarding expenditures is a model based on one-twelfth usage of the budget each month. Actual usage through August indicates nine specific accounts over expended in the amount of $81,000. The basis for the overruns was reviewed with the Board. Board members discussed operating expenses, receivables, and investments. Disbursements: The Trustees reviewed weekly reports on disbursements for the preceding month and discussed a number of the transactions listed. Weekly warrants for general disbursements have been signed by the General Manager. Commitments: IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE SAVAGE, AND VOTED BY THE TRUSTEES PRESENT, WITH THE TREASURER ABSTAINING, TO COMMIT TO THE TREASURER FOR COLLECTION, RATES FOR THE MONTH OF AUGUST 2007, IN ACCORDANCE WITH PROVISIONS OF THE CHARTER, BY‑LAWS, RULES & REGULATIONS, AND SCHEDULE OF RATES, AS COMPUTED AND SET FORTH IN THE ACCOUNTS ON FILE AT OFFICES OF THE BRUNSWICK SEWER DISTRICT. Chairperson Priest declared the meeting in recess from 8:16 a.m. to 8:21 a.m.Petition for Relief from Sewer Use Billing: Coffin, 4 Bickford Avenue Robert Coffin joined the meeting to petition the Board for relief from sewer use billing for one of his accounts serving 4 Bickford Avenue. Upon completion of the work in 2004, the District began billing the account for sewer use based on its understanding at that time that the service pipe had been brought into the basement and was accessible and available for use. The Assistant General Manager noted that he recently conducted an inspection of the building’s internal plumbing that indicated the sewer service stub has not been brought into the basement. Staff conducted a dye test and confirmed the findings. Following some discussion with Mr. Coffin, the Trustees thanked him for his presentation, and Mr. Coffin departed the meeting. The Trustees discussed Mr. Coffin's request and provisions of the adjustment policy as it relates to water not entering the sanitary sewer system. At the conclusion of their discussion, IT WAS MOVED BY TRUSTEE SAVAGE, SECONDED BY TRUSTEE BOOCHEVER, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO CEASE SEWER USE BILLING AND TO REBATE ONE-HALF OF THE SEWER USER FEES THAT HAVE BEEN PAID ON THAT ACCOUNT, IN KEEPING WITH THE INTENT OF THE DISTRICT'S ADJUSTMENT POLICY. The staff was then directed to bring back to the Board a list of properties with unconnected services. Assistant General Manager's Report (continued) Topics of Note: Expense Account Guidelines: The Finance Manager presented the Expense Account Guidelines. The Trustees reviewed the document and recommended several changes prior to its distribution to the staff. Insurance Dividend: The Finance Manager reported on the receipt by the District of an insurance dividend check from the Maine Municipal Association in the amount of $2,217. The Trustees commended staff on its management of the insurance programs. Archaea Pilot Project Report: The Assistant General Manager reviewed for the Trustees the 6-month Archaea Pilot Project conducted in 2006. At the conclusion of the study, the process sampling and test data, as compared to pre-pilot project data, did not indicate any noticeable impact to the nitrification issue. As such it was treatment staff's recommendation that the District not continue with Archaea. The Trustees commended staff for their willingness to research, recommend, and conduct trials of process changes or other projects even if these did not accomplish their desired goals. Sludge Utilization Report: The Assistant General Manager reported that the next spreading event was planned for the week of September 17, probably the last one for 2007. The Trustees voiced concern that the District notify the area homeowners prior to spreading. Staff noted that it was awaiting the contact list from the Bowdoinham Town Manager. The Trustees also directed staff to determine which districts or municipalities might also land-apply in Bowdoinham, so as to coordinate our land application programs. The Trustees were provided a copy of August 24 correspondence with Will Brinton of Woods End Laboratory indicating that the District was very pleased with the work done to date on means to lessen odors in the sludge and that additional work suggested by Mr. Brinton could be planned for 2008. Trustee Green reported on the meeting with the Town of Bowdoinham Board of Selectmen that he and General Manager McVey attended on August 14. BSD Flow Metering Capabilities: Pursuant to a discussion at the previous meeting noting a failure of the Topsham Flow Meter, the Assistant General Manager reported that the meter is fully operational and should remain so until its replacement sometime in October this year. Also, the Brunswick Sewer District has three portable flow meters, any one of which can be placed into service as a temporary measure. NASB Groundwater Discharge Permit: The Assistant General Manager reported that the groundwater discharge permit for the Naval Air Station expires at the end of this month and the District intends to renew the permit. Confined-Space Rescue Agreement with Brunswick Fire Department: The Assistant General Manager reported that District legal counsel is reviewing an agreement from the Fire Department to provide confined-space rescue service. The agreement sets out a fee for service consisting of an annual fee, training fee, and response fee. Though variable, the annual cost is estimated to be some $2,000. It was recommended to have others on staff trained in confined-space rescue, as an aid to the Fire Department or in case the Fire Department is unable to respond to an incident here at the District. Monthly Report of Operations Total flow to the Treatment Plant for August was 63.271 mg, down approximately 10% from July. Flows of 8.8 mg (estimated) and 5.8 mg for the month originated with Topsham and the Navy Base, respectively. Average daily flow to the plant for the period was 2.04 mgd. The maximum daily flow processed was 2.341 mg. Rainfall for the month totaled 2.79 inches. Maximum daily rainfall received was 0.83 inches. Area precipitation for July is 31.28 inches, in comparison with the norm of 30.57 inches. Septage receiving for the period totaled 187,850 gallons, up 11% from the previous month. Removal rates for BOD and TSS for the period were 95.8% and 93.7%, respectively. A total of 216 cubic yards of sludge was field-stacked. Collection system maintenance for the month included cleaning 7,000 feet of mainline, CCTV of 2,938 feet of mainline, and adjustments of 13 sanitary maintenance hole frames and covers.
The Assistant General Manager reported that the project to replace the Topsham Sewer District wastewater flow meter continues to move forward. It is expected that the new meter will be in operation by the end of October. Mr. Michael Wing arrived at 9:45 a.m. NASB Closure Resolution Follow-up The Trustees were provided with a copy of an email sent by the General Manager to the Executive Director of the BLRA informing him that the Trustees have taken a resolution to seek ownership and operation of wastewater collection and pumping facilities on the Brunswick Naval Air Station and Cape Hart Military Housing. Economic Adjustment The Finance Manager provided the Trustees with a worksheet comparing the results of determining the CPI based on the formula currently used and the new formula under consideration. The worksheet compared the annual CPI from 1998 to 2006 as computed with each formula. The proposed formula tended to even out the highs and lows annually, but the total CPI change for the nine-year period was 21.8% with the proposed formula and 21.85% with the current formula. Board action for adoption of the proposed formula was postponed until next meeting.
Michael Wing, Human Resources Consultant, joined the meeting to present to the Trustees, per their request, a draft performance evaluation form and a performance evaluation guideline for use in evaluating the General Manager position. Chairperson Priest declared the meeting in recess from 10:44 a.m. to 10:56 a.m. The Trustees conducted an in-depth review of the document and noted changes to be incorporated into the final document, to be presented to the Trustees at a later meeting. The Trustees also discussed the level of involvement they may desire of the consultant during the first use of this evaluation process. The Trustees thanked Mr. Wing for his assistance and he departed the meeting at 12:01 p.m. Draft Five-Year Capital Improvement Plan The Assistant General Manager presented the Trustees with a draft five-year capital improvement plan. It was pointed out that the document has not yet been reviewed by the General Manager. The CIP is the first step, and only one component, in developing the Five-Year Financial Plan produced annually for the Trustees. The purpose of this document is to provide the Trustees with a first look and sense of the capital projects and cost as envisioned by staff at this time. Lien‑Acquired Property: Policy Review On the suggestion of the General Manager, in deference to the time, and with the concurrence of the Chairperson, the matter was deferred to a later meeting. Petition for Relief from Entrance Charge: 40 Turner Street The Trustees were provided with a draft agreement that calls for the District to purchase the sewer line installed by Mr. Jacobs and for that payment to be returned to the District to settle an entrance charge assessment. It has since come to the attention of the District that some 20 linear feet and one SMH structure of the approximate 340 linear feet of line on Turner Street fall within a "paper" street that is part of the parcel incorporating 127 Pleasant Street. The parcel is not owned by Jacobs. The District and its legal counsel are reviewing the best way to obtain ownership of that portion of line. With the line ownership issue still to be resolved, the Trustees tabled their review of the draft agreement at this time. Schedule of Upcoming Meetings, Events, etc. Trustees Regular Thursday 13 November 2007 (to be determined)
Chairperson Priest thanked the Trustees for their assistance. Adjournment There being no further business before the Board, and on recommendation of the Assistant General Manager, IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE SAVAGE, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ADJOURN THE MEETING TO EXECUTIVE SESSION AT 12:22 P.M. TO DISCUSS A PERSONNEL MATTER UNDER PROVISIONS OF M.R.S.A. TITLE 1, CHAPTER 13.405.6.A. Following discussion of the matter, the executive session concluded at 1:30 p.m. No action was taken during the executive session, nor any consequent to it.
Attest, Emily L. Boochever Click here to return to top of document. Click here to return to the Board of Trustees page. Click here to return to the main page.
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