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BRUNSWICK SEWER DISTRICTBoard of Trustees Regular Monthly MeetingApproved Minutes 17 July 2007
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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 7:40 a.m. on Tuesday, 17 July 2007, in the conference room at District offices. Notice of the meeting was advertised in the 13 July 2007 edition of the Times Record. A prepared agenda was noted and the meeting was recorded. Members present: Chairperson Priest, Trustees Green, Savage, and Boochever. Others present: General Manager McVey, Assistant General Manager Blanchette, Finance Manager Nuttelman; Brian Parke of 26 Deerfield Drive (7:50 ‑ 8:22 a.m.); Michael C. Wing, Human Resources Consulting (8:06 – 9:25 a.m.); Sylvia Mason, camera operator. Minutes of Previous Meeting(s) The Trustees reviewed minutes of the 11 June 2007 regular Board meeting. IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT, WITH TRUSTEE SAVAGE ABSTAINING, TO ACCEPT AS AMENDED MINUTES OF THE 11 JUNE 2007 REGULAR MEETING OF THE BOARD OF TRUSTEES. The Trustees reviewed minutes of the 05 July 2007 special Board meeting. IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE SAVAGE, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ACCEPT AS AMENDED MINUTES OF THE 05 JULY 2007 SPECIAL MEETING OF THE BOARD OF TRUSTEES. Public Comment No members of the public were present. Several inquiries were received regarding repairs to District sewer piping along Park Row and regarding billing for sewer use. All have been or are being attended to. Petition for Relief from Sewer Use Billing: Parke, 26 Deerfield Drive Brian Parke joined the meeting to petition the Board for relief from sewer use billing for his account serving 26 Deerfield Drive. Mr. Parke maintains a sub‑meter to monitor use of water not returned to the sewer. He has on several occasions in the past requested a billing adjustment based on the sub‑meter reading. His appearance today stems from the fact that his request was not made in a timely manner with respect to requirements of the policy, and accordingly no adjustment was made by District staff. Mr. Parke stated that he was not aware of the policy provision requiring timely notice. He noted the value of the adjustment is approximately $ 200. He requested that the Board permit the adjustment to be applied to his account. The Trustees discussed provisions of the District adjustment policy and the details of Mr. Parke’s situation. At the conclusion of their discussion, IT WAS MOVED BY TRUSTEE SAVAGE, SECONDED BY TRUSTEE GREEN AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO APPLY AN ADJUSTMENT TO THE ACCOUNT SERVING 26 DEERFIELD DRIVE, IN THE FULL AMOUNT OF THE SUB‑METER READING FOR WATER USED BUT NOT RETURNED TO THE SEWER, PROVIDED THAT THE ADJUSTMENT IS TO BE APPLIED TO THE SECOND AND THIRD BILLING QUARTERS FOR THE ACCOUNT, AND THAT THE MINIMUM CHARGE SHALL APPLY IN BOTH QUARTERS. Mr. Parke thanked the Trustees for their consideration and he departed the meeting at 8:22 a.m. Wage & Benefits Plan The Trustees considered a proposed pay plan prepared by the General Manager. The plan is consistent with conclusions reached during earlier discussions. It incorporates a survey of comparable employers in the District’s employment area, a compensation factor intended to accommodate the District’s unique licensing requirements and the need to remain competitive with other markets, three distinct phases of employee development, and the degree to which position description requirements have been met. Using a spreadsheet prepared by the Finance Manager, annual cost of the new plan at full staffing has been calculated at approximately $ 25,000, which equates to an increase of 2.2% over the current wage and benefits budget. The cost figure includes changes in the cost of major benefits that accrue as a result of the new wage rates. The General Manager expressed the opinion that the proposed plan effectively accommodates all of the objectives set by the Board for a new plan, and that the plan reestablishes the desired relationship between District compensation of its employees and the marketplace based on employee development. Effective future use of the plan relies on development of an appropriate advancement program that includes a performance evaluation system which is relevant to the various employment positions. Implementation of the plan will include meetings with individual employees to review development of the plan and the details of its effects on each position. The plan is based on the survey of market wages. If adopted, some of the District’s employees will see an increase in their wage rate, while others for whom the survey indicates compensation is currently appropriate will see no change. Experience indicates there may be a need for limited adjustments to the plan once it has been implemented. These situations will be dealt with as they arise. The General Manager recommended that the Board consider adoption of the proposed plan. The Trustees discussed key aspects of the proposed plan. It was consensus of the Board that, given the nature of the position, compensation of the General Manager be dealt with separate from the plan; that plan grades incorporate stepped wages only for non‑exempt employment positions; that the Assistant General Manager position be compensated at grade 9, reflecting the unique responsibilities of this position at the District; and that the services of a consultant be retained to develop an advancement position and employee performance evaluation system. The Board also directed that legal counsel be consulted to advise the Board on the most appropriate means by which to administer the General Manager’s position. At the conclusion of their discussion, IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE SAVAGE, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ADOPT THE PROPOSED PAY PLAN DATED 16 JULY 2007, EFFECTIVE 01 JANUARY 2007. The Trustees thanked Mr. Wing for his assistance and he departed the meeting at 9:25 a.m. Chairperson Priest declared the meeting in recess from 9:25 p.m. to 9:40 p.m.
o Financial: The Trustees examined the Variance Analysis at 30 June 2007, prepared by District staff. A copy of this report is included in these minutes and adopted by reference. Revenues, expenditures, receivables, liens, and cash equivalents were reviewed. Total revenue accrued through the reporting period is $ 71,000 or 4.9% favorable relative to budgeted amounts. Total expenditures total $ 29,000 or 2.2% favorable. Board members discussed operating expenses, receivables, and investments. Comparisons of current year financial data with budgeted and prior year amounts were considered. o 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. o 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 JUNE 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. o Topics of Note: Website Development: The Finance Manager reported start‑up of the new District website. The site has been organized into sections on organization, financial, policy and procedure, and operations. Additional documents will be developed and added to the site as time permits. Search and Selection: Daniel A. Munsey of Topsham has been hired to fill a vacancy in the Treatment Operations Division. Daniel brings a strong background in facilities maintenance and building skills to the District. Review of a second candidate to fill a vacant position in the Collection & Pumping Division is nearing completion. The Assistant General Manager recommended a seventh position in the Collection & Pumping Division. The additional entry level position would perform more routine pipe and pump station operation and maintenance tasks, freeing more experience staff to implement several new and superior asset management programs that are necessary to proper management of the District. IT WAS MOVED BY TRUSTEE SAVAGE, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO AUTHORIZE THE GENERAL MANAGER TO FILL A SEVENTH, ENTRY LEVEL POSITION IN THE COLLECTION & PUMPING DIVISION. MDEP Annual Inspection: The annual inspection of District facilities has been scheduled for 01 August 2007. District staff is routinely ready for inspections of this type. The District has been informed that the visit this year will include a discussion on facilities capacity, wet weather flow management, and infiltration and inflow control. This is felt to be due to several years of wet weather and the resulting high flows, a condition experienced by wastewater service providers throughout the Northeast. Board Vacancy With the assistance of State Representative Priest, the General Manager has learned that the Maine Legislature has passed into law a bill to rectify problems that could result from a recent ruling by the Maine Supreme Judicial Court. The Court in Stevenson v. Town of Kennebunk found that boards and commissions that are less than fully constituted lack jurisdiction, and therefore that any action such a board might take may be void or voidable. The bill, An Act to Clarify the Authority of Boards and Committees, states “. . .a vacancy on an elected or appointed body does not in itself impair the authority of the remaining members to act . . .”. The bill includes a provision for retroactivity, stating that an action or vote is not void for the sole reason that a vacancy may have existed. Monthly Report of Operations Total flow to the Treatment Plant for June of 2007 was 88.168 million gallons, down approximately 18% from the previous month. Flows of 13.6 and 7.7 mg for the month originated with Topsham and the Navy Base, respectively. Average daily flow for the period was 2.94 mgd, 76% of that allowed by permit. The maximum daily flow processed was 3.759 mg, which occurred on 05 June 2007. Rainfall for the month totaled 3.28 inches. Maximum daily rainfall received was 1.41 inches, which occurred on 02 June 2007. Area precipitation in 2007 through 29 June is 25.19 inches, in comparison with the norm of 24.11 inches. Septage receiving for the period totaled 200,400 gallons, up 2% from the previous month. Removal rates for BOD and TSS for the period were 94.4% and 91.6% respectively, in compliance with the minimum 85% required for each parameter by permit. Seasonal disinfection continues without incident. A total of 270 cubic yards of sludge was field stacked for future land application.
The Discharge Monitoring Report for the month noted no exceptions
to permit limits, despite some difficulty in solids removal. The difficulty was
sufficient to cause the District to retain the services of consulting engineers
to determine additional treatment processes that could be applied to resolve the
problem. Trustee Savage assisted at a meeting held to review the consultant’s
findings, the probable cause of the problem, process changes applied to resolve
it, and the possibility of future recurrence of the problem. There were no flow
bypasses or spills for the period. All flow received full treatment, and all
other permit requirements were met.
Sewer Repair: Park Row
The Assistant General Manager reported on emergency construction to
replace a section of sanitary sewer along Park Row adjacent to the lower mall.
The need for repair came about as a known deteriorating condition worsened
significantly. Notice to Town officials and area residents was provided.
Construction work went well, with cleanup and temporary paving completed during
the second work day. Resources are available to accommodate the anticipated
cost of the work.
Emergency Services Response Conditions
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.
NASB Closure Planning 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. Consumer Price Index and Cost‑of‑Living Adjustments 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.
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.
o Trustees Regular Thursday 09 August 2007 1:00 p.m. o Trustees Regular Monday 10 September 2007 7:30 a.m. o Trustees Regular Tuesday 09 October 2007 6:30 p.m.
o Chairperson Priest thanked the Trustees for their assistance. Adjournment There being no further business before the Board, Chairperson Priest declared the meeting adjourned at 11:39 a.m.
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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