BRUNSWICK SEWER DISTRICT

Board of Trustees Regular Monthly Meeting

Approved Minutes

13 October 2009

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Call to Order

           The regular monthly meeting of the Board of Trustees of the Brunswick Sewer District was called to order by Chair Priest at 6:37 p.m. on Tuesday, 13 October 2009, in the conference room at District offices. A prepared agenda was noted and the meeting was recorded.

            Members present: Chair Priest, Trustees Boochever, Green, and Schwindt.

            Others present: :  General Manager McVey; Finance Manager Nuttelman;  camera operator Hedy Blauvelt.

Moment of Silence

            District Board and staff observed a moment of silence in observance of the passing of Richard W. Rock of Jordan Avenue, an area resident who frequently worked with District staff to improve neighborhood relations.  Mr. Rock was 82 years old.

Trustee Reappointment

            Chair Priest noted with pleasure the recent reappointment by the Town Council of Trustee Emily L. Boochever to a second term on the District Board.  On behalf of Board and staff members he thanked Trustee Boochever for her continued willingness to serve.  Her term will expire in March of 2012.

Minutes of Previous Meeting(s)

            The Trustees reviewed minutes of the 14 September 2009 regular Board meeting.

            IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT, TO ACCEPT AS AMENDED MINUTES OF THE 14 SEPTEMBER 2009 REGULAR MEETING OF THE BOARD OF TRUSTEES.

Public Comment:  None was noted.

Treasurer’s Report

            Financial:  Board Treasurer Green reported that he has examined unaudited financial statements at 30 September 2009, prepared by District staff. A copy of the Variance Analysis was adopted by reference and is to be included in minutes of the meeting. Trustee Green also reviewed financial amounts net of contribution of developer-constructed facilities.
            The Trustees reviewed revenues and expenditures, particularly in reference to Navy revenue, and discussed receivables aging, budget management, and liens maturing. Capital budget implementation was also discussed, as well as interest rates being earned on District investments. The Treasurer noted that the District’s current financial condition is as favorable as it is only because of reduced capital expenditure to date and Navy flows and revenues in excess of those anticipated by the 2009 budget. Collection efforts were reported to be current in all respects.

           Disbursements:  The Trustees reviewed weekly reports on disbursements for the preceding month. Payroll and payables disbursements were noted to have been issued on consecutively numbered instruments, and all vendors receiving payment were identified. Disbursements unusual in amount or purpose were discussed. Weekly warrants for general disbursements have been signed by the General Manager.

Monthly Report of Operations

Laboratory Proficiency Testing

            The District participates annually, as a condition of its permit to discharge treated wastewater to the Androscoggin River, in a USEPA program designed to evaluate the analytical and reporting abilities of wastewater laboratories. Under the program, District laboratory staff tests a number of samples provided by EPA for parameters included in the discharge permit. These parameters include pH, E-coli bacteria, total residual chlorine, settleable solids, biochemical oxygen demand, and total suspended solids.
            Specific numerical results of these analyses are submitted to EPA, which then reports to the submitting entity on the accuracy of its laboratory methods. Reported results that do not fall within the range of acceptable limits are reported by EPA as “Not Acceptable”, and a corrective action program is required.
            Analysis of the samples provided was performed again this year by District Laboratory Technician-Operator Jennifer Nicholson. Evaluation by EPA of the results submitted by the District has been reported as “Acceptable” for all parameters. Copies of the evaluation report are available to anyone interested.

Staff Work Hours: 4-day Workweek

           The Trustees heard a report by the General Manager and the Finance Manager on a review of issues and staff interest in a four-day workweek. Possible savings to District and staff were considered. District staff met with representatives of the Brunswick Topsham Water District and the Brunswick Public Works Department, each of which has for several years followed four-day workweeks, to discuss their satisfaction with this arrangement. Surveys of District staff revealed interest by the Administrative Division but little interest by operations divisions employees.
            District management has met to identify and discuss related issues, including workdays and work hours, seasonal or year-round use, how various leave times would be accounted, the level of service to District customers and associated outside organizations, and possible improvements in the work-life balance of employees. Management is satisfied that all essential functions can be met and productivity is expected to increase under the new system.
            The General Manager reported that he has determined to implement the four-day workweek for Administrative Division personnel. Staff productivity and employee satisfaction will be closely monitored following a period of adjustment, after which changes will be instituted if necessary.

External Investments Manager

            The General Manager thanked the Trustees for their participation in a recent workshop on the District investment policy and program. The Trustees considered a list of questions and recommendations presented by representatives of Maine Bank & Trust, external investments managers for the District, as well as documents detailing requirements of the District Charter and the basis on which District financial reserves are determined. A discussion on information provided during several presentations by the investments managers followed. At the conclusion of their discussion, and on the recommendation of the General Manager and the Finance Manager,

            IT WAS MOVED BY TRUSTEE SCHWINDT, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO AUTHORIZE A MINIMUM CASH EQUIVALENTS ALLOCATION OF $25,000, WITH FUNDS IN EXCESS OF THIS AMOUNT TO BE AVAILABLE FOR INVESTMENT IN FIXED-INCOME INSTRUMENTS.

            IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE SCHWINDT, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO AUTHORIZE MOVING CASH EQUIVALENTS FUNDS FROM THE CURRENT INVESTMENT IN THE DREYFUS TREASURY PRIME CASH MANAGEMENT FUND TO THE DREYFUS CASH MANAGEMENT FUND RECOMMENDED BY EXTERNAL INVESTMENTS MANAGERS MAINE BANK & TRUST.

            It was consensus of the Board members that language of the District Investment Policy relating to management of concentration risk under Policy section 6.A.2.b.ii. be amended to include U. S. Government Agency obligations. Staff was directed to develop proposed language for Board consideration at the November meeting.

            It was consensus of the Board members that the number and seriousness of economic variables currently facing the District, including impending closure of Naval Air Station Brunswick and its related military facilities and problems with local, state, and national economies makes this a particularly bad time to pursue investment in high-quality corporate bonds, with the attendant increase in risk.

Chair Priest declared the meeting in recess from 8:10 p.m. to 8:21 p.m.

General Manager's Report

            The agreement to extend the contract for wastewater disposal service to the Capehart Military Housing Facility located off McKeen Street, duly executed by representatives of the U. S. Navy and the District, has been received. The extension contemplates continuation of service for up to five years, through the time of Navy departure on closing of Naval Air Station Brunswick.  Either party may terminate the agreement on provision of written notice.

            The annual inspection of District facilities was conducted by a representative of MeDEP. The report of the inspection notes that no conditions requiring corrective action were identified.

            District staff has resumed work on planning for acceptance of wastewater facilities serving the Deerfield Park subdivision off Old Bath Road. The facilities include local gravity collection sewers, a small pumping station, a force main, and a connector sewer. Work remaining will focus on bringing the facilities to District standards and on securing title rights to the various facilities and their locations.

            Sludge Utilization Planning: The second and final spreading event for 2009 is scheduled to take place later this week at the Egypt Field site in Bowdoinham. A total of 250-275 cubic yards is expected to be spread. Sludge generated over the next six to eight weeks will be trucked to commercial composting facilities. Field stacking of sludge for spreading in 2010 will resume in December of this year.  Analysis by the Assistant General Manager indicates that poor weather and resulting poor field conditions have increased 2009 utilization costs by approximately $40,000.

Schedule of Upcoming Meetings, Events, etc.

            A tentative schedule of Board meeting in 2010 was distributed

Remarks from the Chair:

            Chair Priest thanked the Trustees for their assistance.

Adjournment

             As noted in the meeting agenda and on the suggestion of the General Manager,

            IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE SCHWINDT, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ADJOURN THE MEETING TO EXECUTIVE SESSION AT 8:32 P.M., FOR DISCUSSION OF A PERSONNEL MATTER UNDER M.R.S.A. TITLE I, CHAPTER 13.1.405.6.A.

Executive Session

            The meeting returned from executive session at 9:12 p.m. after having considered a personnel matter under M.R.S.A. Title I, Chapter 13.1.405.6.A. No action was taken during the executive session nor any consequent to it

Attest,

         Peter F. Schwindt
         Trustee Clerk, Board of Trustees
 

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