BRUNSWICK AND TOPSHAM WATER DISTRICT MINUTES OF REGULAR MEETING President Lawler called the Meeting to order. Roll call was taken. Others present were Vice President Hutchinson, Trustees Bouchard, Kay, Philippon and Rossignol; Treasurer Woollacott, General Manager Frasier, Finance Director Knowles, District Engineer Douglas, Operations Manager Alexander and Pumping and Treatment Manager Broadbent. AGENDA ADDITIONS: MINUTES: Item 13-06 Authorization to Proceed with Advanced Metering Infrastructure The Board reviewed the Minutes of the Meeting held on January 14, 2013. A motion was made by Vice President Hutchinson and seconded by Trustee Rossignol to approve the minutes as distributed. There was a unanimous vote in favor of the motion. The Board reviewed the Minutes of the Special Meeting held on January 23, 2013. A motion was made by Vice President Hutchinson and seconded by Trustee Philippon to approve the minutes as distributed. There was a unanimous vote in favor of the motion. The Board of Trustees deferred the regular order of business to allow two proposal presentations from firms to serve as a Trustee for the Brunswick and Topsham Water District s Pension Plan. The two firms were Spinnaker Trust and H.M. Payson. Both firms gave their presentations and the meeting was returned to regular order of business. Discussion on the presentation will be held under Action Item 13-03. CORRESPONDENCE: None INVITATION FOR PUBLIC COMMENT: None FINANCIAL REPORTS: Finance Director Knowles reviewed the Financial Reports for the month ending January 31, 2013. OPERATIONS MANAGER S REPORT: Sale of Roller and Trailer Operations Manager Alexander reported that the District has accepted an offer from H.C. Crooker & Sons in the amount of $26,000.00 for the 2000 Ingersol Rand Roller and the 2001 40TDL Interstate Trailer. The District placed both the roller and trailer for sale asking $15,400.00 and $11,100.00 respectively which was based on the appraisal provided by Mainely Appraisals of Auburn, Maine.
Page 2 ENGINEERING REPORT: College Street Water Main Replacement District Engineer Douglas reported that Operation Manager Alexander and himself have been working on the College Street Water Main Project. A meeting was held with Milone & MacBroom, the Brunswick Sewer District and Brunswick Public Works to review the proposed layout. During spring break the District will be doing some exploratory shut downs to ensure that the work that will be taking place this summer will run smoothly. Bath Interconnection Project District Engineer Douglas reported that the Bath Interconnection Project Report is completed and was distributed to the Board. Mr. Trevor Hunt, Superintendent of the Bath Water District, has contacted Bath Iron Works about securing property to allow for construction of the facility when the need arises. Jackson Station Lagoon Project District Engineer Douglas reported that work began the week of February 4 th on the design of the Jackson Station Lagoon. The wetlands and test pit locations have been marked and survey efforts are underway. Presently the District is reviewing several design configurations. Wright-Pierce is working to coordinate an initial meeting with the DEP to ensure the regulatory process proceeds smoothly. Intern Scholarship District Engineer Douglas reported that Ms. Chelsea Guptill, last year s summer intern, received one of the three $1,000 scholarships at the Maine Water Utilities February Tradeshow. The scholarships are awarded to high school and college interns who work at a water utility and express interest in further pursuing a career in the water or wastewater field. Ms. Guptil is the fourth summer intern from the Brunswick and Topsham Water District who has received this honor. Tank Repairs and Security Upgrades District Engineer Douglas reported on a design and construction agreement with DN Tanks for needed security, safety and structural repairs on the two District concrete water storage tanks. Both of the concrete tanks are AWWA D110 Type III wire wound tanks. These tanks require specialized equipment to build and most work to them should be completed by contractors specializing in this field. Engineer Douglas reported on two firms, DN Tank and Preload, who perform this work in the northeast and recommended the District enter into a design/build contract with DN Tank for the tank upgrades.
Page 3 GENERAL MANAGER S REPORT: MMBB Application General Manager Frasier reported that the District has submitted an application to the Maine Municipal Bond Bank for a $2 million bond for inclusion in their Spring 2013 Bond Issue. The District has identified the proceeds from the borrowing in its 2013 Capital Budget. The costs include engineering and contingencies as follows: 1. Replacement of the failed washwater infiltration lagoon at the Jackson Station with a new settling and infiltration system at an estimated cost of $950,000. 2. Replacement of an aged and undersized 8-inch cast iron water main on College Street, Brunswick with a new 12-inch water main at an estimated cost of $750,000. 3. Make safety and security improvements at the Oak Street, Topsham and Church Road, Brunswick water storage tanks at an estimated cost of $150,000. 4. Replace roofing and make exterior building repairs at the Jackson Station at an estimated cost of $150,000. ACTION ITEM: 13-03 Selection of Successor Pension Trustee Director of Finance Knowles requested the Board to take any action necessary to name a Successor Trustee to Bank of America Merrill Lynch for the Brunswick and Topsham Water District Pension Plan. After discussion on the two firms, Spinnaker Trust and H.M. Payson, a motion was made by Trustee Rossignol and seconded by Trustee Kay to name H.M. Payson as the new Trustee of the Brunswick and Topsham Water District Pension Plan. There was a unanimous vote in favor of the motion. A motion was made by Trustee Kay and seconded by Vice President Hutchinson to adopt the Successor Trustee Resolution. There was a unanimous vote in favor of the motion. The Resolution reads as follows: SUCCESSOR TRUSTEE TO Bank of America Merrill Lynch CERTIFICATE RESOLUTIONS OF THE BOARD OF TRUSTEES OF THE BRUNSWICK AND TOPSHAM WATER DISTRICT At a duly called meeting of the Board of Trustees of The Brunswick and Topsham Water District, the District, held on, at the offices of the District, at which a quorum of Trustees was present and acting throughout, the following resolutions were duly adopted:
Page 4 ACTION ITEM (continued): 13-03 Selection of Successor Pension Trustee (continued) RESOLVED: That the America Merrill Lynch be removed of all duties and responsibilities as Trustee of the Brunswick and Topsham Water District Pension Plan effective April 8, 2013; provided, however, they shall not be relieved of any liability with respect to their acts or omissions prior to said effective date. RESOLVED: That H.M. Payson be appointed Successor Trustee of the Brunswick and Topsham Water District Pension Plan and assume all duties and responsibilities as such, effective April 8, 2013. RESOLVED: That H.M. Payson as Successor Trustee shall not be liable for any acts or omissions of acts of the Prior Trustee. RESOLVED: That the appropriate officers of the District are hereby authorized and directed to execute such documentation and take any and all actions necessary or appropriate to effectuate the foregoing resolutions. Witness my hand and seal this. Alan J. Frasier Clerk and General Manager. 13-04 Line of Credit Renewal Finance Director Knowles reviewed the revolving line of credit of $250,000 the District has with Bath Savings Institution. The District has not used this line of credit, but has used the line of credit in the past when it was issued by Maine Bank and Trust. The line of Credit with Bath Savings Institution has expired and it can be renewed for an additional year. Mr. Knowles informed the Board that it is important to have this line of credit available to provide operating funds during years in which the District files for rate cases. A motion was made by Trustee Kay and seconded by Trustee Rossignol to renew the line of credit with Bath Savings Institution to provide operating funds on a temporary basis should it be necessary in 2013. There was a unanimous vote in favor of the motion.
Page 5 ACTION ITEM (continued): 13-05 Storage Tank Repair, Safety and Safety and Security Upgrades The Board was requested to take any action necessary to retain services for the design and construction of repair, safety and security upgrades to the water storage tanks. The Board held a discussion on the request and a motion was made by Trustee Kay and seconded by Trustee Rossignol to authorize the General Manager to contract with DN Tanks for design and construction of required upgrades as outlined in the 2013 Capital Budget. There was a unanimous vote in favor of the motion. 13-06 Authorization to Proceed with Advanced Metering Infrastructure General Manager Frasier gave a summary of the status of the District s work related to Advanced Metering Infrastructure. After discussion, a motion was made by Trustee Rossignol and seconded by Vice President Hutchinson to authorize the General Manager to contract with Mueller Systems, Inc. in accordance with their proposal, as amended, to design and build an Advanced Metering Infrastructure System. There was a unanimous vote in favor of the motion. SECOND INVITATION FOR PUBLIC COMMENT: None NEXT MEETING: The next regular meeting will be held on March 11, 2013 at 5:30 p.m. With nothing more to come before the Board at this time, a motion was made by Trustee Rossignol and seconded by Vice President Hutchinson to adjourn to Executive Session Per Title 1, MRSA Section 405 (6) (C) to discuss property issues. There was a unanimous vote in favor of the motion. A motion was made by Trustee Rossignol and seconded by Vice President Hutchinson to adjourn the Executive Session and return to the regular order of business. A motion to adjourn was made by Trustee Philippon and seconded by Vice President Hutchinson. There was a unanimous vote in favor of the motions. Respectfully submitted, Nancy Bucholdt Recording Secretary