BRUNSWICK SEWER DISTRICT

Board of Trustees Regular Monthly Meeting

Approved Minutes

24 May 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 7:36 p.m. on Thursday, 24 May 2007, in the conference room at District offices.  Notice of the meeting was advertised in the 18 May and 23 May 2007 editions 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; Michael C. Wing, Human Resources Consulting Services (7:36 – 9:27 p.m.); Debra Miller, camera operator.

The Trustees reviewed minutes of the 09 April 2007 regular Board meeting.

IT WAS MOVED BY TRUSTEE GREEN, SECONDED BY TRUSTEE BOOCHEVER, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ACCEPT AS PRESENTED MINUTES OF THE 09 APRIL 2007 REGULAR MEETING OF THE BOARD OF TRUSTEES.

No members of the public were present.  No public comment has been received.  The General Manager was contacted by a ratepayer with a complaint concerning District policy of billing a minimum charge.  The topic is included in a list of issues that will be discussed at a future Board workshop on user rates.

Copies of the recently adopted Whistleblower Protection Policy dated 12 March 2007 have been inserted in the Trustees’ Documents Handbooks.

The Assistant General Manager described a proposal to extend mainline sanitary sewer a distance of approximately 282 linear feet along Farley Road, to provide service to planned development.  The development seeks to relocate a fitness studio from its current in‑town Brunswick location.  The mainline sewer extension is proposed to be constructed to District standards, and offered for takeover by the District on completion of construction and warranty period.  Sanitary sewer service piping for the development will remain the responsibility of the property owner.

Notice of a public hearing on the proposal to extend sewers was advertised in the 23 May 2007 edition of the Times Record.  Chairperson Priest declared the public hearing open at 7:54 p.m.  There were no members of the public present to testify on the request, and no communication has otherwise been received on the matter.  Hearing no comment from the public, Chairperson Priest declared the public hearing closed at 7:55 p.m.

The Trustees discussed the request for approval of the extension and the approval process.  Following assurance by District staff that the extension is appropriately sized for current and possible future development in the area, and that District Charter requirements for approval of sewer extension requests are being met,

IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO AUTHORIZE A PROPOSED EXTENSION OF MAINLINE SEWER BY A DISTANCE OF APPROXIMATELY 282 LINEAR FEET ALONG FARLEY ROAD, WITH THE PROVISION THAT THE EXTENSION BE DESIGNED AND CONSTRUCTED TO DISTRICT STANDARDS, AND CONDITIONED UPON THE NECESSARY APPROVALS BEING OBTAINED FROM THE TOWN OF BRUNSWICK.

The General Manager reviewed with the Trustees a narrative report describing design concepts for a wage plan.  The report covers historical concerns with the wage plan related to matrix transit time and determination of merit increase amount; objectives of a new plan, including philosophy of compensation, structure of the wage matrix, and a suggested basis of an advancement program; a detailed description of a wage matrix that uses the thirds philosophy of employee career development; and a list of related programs.

The General Manager then reviewed details of a draft pay plan based on the design concepts discussed.  The plan includes the results of a wage survey of comparable area employers, a factor incorporating the desired philosophy of compensation, matrix sectors for inexperienced, experienced, and exceptional employees, and a matrix of earned wage values.

Chairperson Priest declared the meeting in recess from 9:01 p.m. to 9:11 p.m.

Michael C. Wing, consultant to the District, was present for the discussion.  He reported that he has reviewed both the narrative plan description and development of the draft pay plan.  He stated that he found both to be rational and consistent with positions taken by District officials in earlier discussions and with plans currently in use in other organizations.

The Trustees discussed a number of the facets of the draft pay plan and the concepts on which it is based.  At the conclusion of their discussion, it was consensus of the Board members that the plan design concept and the draft pay plan accurately represent the goals of the District in administering employee compensation.  The General Manager was directed to proceed to develop a pay plan presenting current market values, based on the concepts and materials presented at this meeting, for consideration by the Board at earliest opportunity.

The Trustees thanked Mr. Wing for his assistance, and he left the meeting at 9:27 p.m.

 o         Financial :  The Trustees examined the Variance Analysis at 30 April 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.  Board members discussed operating expenses and receivables.  Comparisons of current year financial data with budgeted and prior year amounts were considered.

The General Manager reported on several unanticipated expenditures, including storm response equipment, by‑pass pump fittings, and sludge disposal by landfilling, due to its high moisture content as a result of heavy precipitation.

 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.

 Trustee Savage departed the meeting at 9:37 p.m.

 o         Commitments :

IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE PRIEST, AND VOTED BY THE TRUSTEES PRESENT, WITH THE TREASURER ABSTAINING, TO COMMIT TO THE TREASURER FOR COLLECTION, RATES FOR THE MONTH OF APRIL 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 :

Letters of commendation have been sent to each of the operations divisions employees and to the Assistant General Manager acknowledging their timely and effective response to extreme weather conditions experienced during the Patriot’s Day storm.  As a result of their work, no spills occurred at any of the District nineteen sites, during a period when daily flow to the Treatment Plant exceeded 9.75 million gallons.

The energy service agreement by which the District purchases electric power for the Treatment Plant has been renewed for a second 30‑month term.  The agreement, brokered by Maine Power Options, a division of the Maine Municipal Bond Bank, has generated savings estimated at $ 25,000 per year.

Search and selection to fill one or both of two operations positions currently vacant is underway.  The Assistant General Manager reported having received five applications.  Interviews and evaluation will be done over the next two weeks.

Having previously considered the various reports of an independent audit of District financial operations, conducted by Runyon Kersteen Ouellette of South Portland, Maine, including the auditor’s conclusion that the financial statements present fairly, in all material respects, the financial position of the District as of 31 December 2006, in conformity with generally accepted accounting principles,

IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ADOPT THE AUDITED FINANCIAL STATEMENTS AND ASSOCIATED REPORTS AT 31 DECEMBER 2006, AS PRESENTED AT THE APRIL BOARD MEETING BY KATHLEEN B. TYSON, CPA, OF RUNYON KERSTEEN OUELLETTE, AUDITORS TO THE DISTRICT.

On recommendation of the General Manager, it was consensus of the Trustees that discussion of this item be deferred to the next Board meeting.

Total flow to the Treatment Plant for April of 2007 was 131.244 mg, up approximately 62% from the previous month.  Flows of 19.6 and 10.3 mg for the month originated with Topsham and the Navy Base, respectively.  Average daily flow for the period was 4.38 mgd, 114% of that allowed by permit.  The maximum daily flow processed was 9.770 mg, which occurred on 17 April 2007.  Rainfall for the month totaled 9.99 inches.  Maximum daily rainfall received was 4.91 inches, which occurred on 16 April 2007.

Strong flow from both the Navy and Topsham continues.  The Patriot’s Day storm of 16 April 2007 and the unusually high flow experienced at the plant led to two exceptions reported for the month.  These involved the average daily flow noted above the daily maximum for total solids.  A letter citing the exceptions was included in the monthly report of operations submitted to MDEP.  There were no flow bypasses or spills.

Septage receiving for the period totaled 103,150 gallons, up 55% from the previous month.  Removal rates for BOD and TSS for the period were 92.6% and 92.2% respectively, in compliance with the minimum 85% required for each parameter by permit.  Seasonal disinfection resumed on 15 May and will continue through the end of September 2007.  A total of 134 cubic yards of sludge was field stacked for future land application.  A recent test of District sludge for dioxin has been reported as well within regulatory limits.  Test results have been submitted to MDEP.

Planning for the 2007 spreading season continues.  After reviewing details of a request by the Town of Bowdoinham that certain stream testing be performed, District staff will agree to conduct the testing over a period of one to two years, with some qualifications attached.  Work by the District’s consultant to evaluate and reduce odors associated with stacking and spreading also continues.

Work by the Local Redevelopment Authority on preparing a reuse plan continues.  As a consequence of the discussion with Steven Levesque, Executive Director of the BLRA, during his visit to an earlier District Board meeting, the General Manager has determined that the District will not submit application for a public benefits conveyance for Base wastewater infrastructure at this time.  The decision was reached based on the fact that there has been no request from the Town of Brunswick that the District take responsibility for these facilities, and that conveyance of these facilities is likely better undertaken during the redevelopment implementation phase that will follow.

On recommendation of the General Manager, it was consensus of the Trustees that discussion of this item be deferred to the next Board meeting.

On recommendation of the General Manager, it was consensus of the Trustees that discussion of this item be deferred to the next Board meeting.

o       Trustees Regular           Monday                   11 June 2007        7:30 p.m.

o       Trustees Regular           Tuesday                    17 July 2007        7:30 a.m.

o       Trustees Regular           Thursday              09 August 2007        1:00 p.m.

Chairperson Priest thanked the Trustees for their assistance.

There being no further business before the Board, and on recommendation of the General Manager,

IT WAS MOVED BY TRUSTEE BOOCHEVER, SECONDED BY TRUSTEE GREEN, AND UNANIMOUSLY VOTED BY THE TRUSTEES PRESENT TO ADJOURN THE MEETING TO EXECUTIVE SESSION AT 10:10 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 10:42 P.M.  NO ACTION WAS TAKEN DURING THE EXECUTIVE SESSION, NOR ANY CONSEQUENT TO IT.

Attest,

Emily L. Boochever
Trustee Clerk
Board of Trustees

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