NORTHPORT VILLAGE CORPORATION

UTILITIES DEPARTMENT MINUTES

April 4, 2008

Present: Chairman David Crofoot, Committee Members: Linda Houghton, Judy Rohweder, Jane Strauss, Judy Metcalf (via phone), Superintendent Dick McElhaney, and Office Manager Paul Bartels.

Chairman Crofoot called the meeting to order at 2:30 PM.

Jane Strauss moved to approve the minutes from the last meeting (Judy Rohweder seconded).  (Voted – All in Favor)

Superintendent’s Report

Sewer Department

February 2008 Effluent Monitoring Data

There were no license exceptions for the month of February.

Flow averaged 38,076 gpd compared to only 3,643 gpd in February 2007. Precipitation totaled 7.42 inches compared to 2.17 inches in February 2007.

TSS and BOD averaged 1 lb/day (4 mg/l) and 3 lbs/day (11 mg/l), respectively

See performance table below for this month’s comparisons, averages, year-to-date highs and lows, permit limits, and year-to-date violations.

Performance Table

March 2008 Snapshot

The NVC Sewer Department anticipates full compliance of its discharge license in March. Flow will average around 29,000 gpd.

Cost Proposals to Replace Sewer Lines on Clinton Avenue and North Street

Bids to replace the original and leaking clay sewer lines on Clinton Avenue and North Street have been received (see hand outs of all proposals). Work is tentatively scheduled for mid September to mid October of this Fall ahead of the Village’s desire to pave these currently unpaved roads.

Dirigo Engineering’s bid to comply with the conditions of receiving 75% loan and 25% grant money from the USDA-RD was $230,000.

Dean Brown Construction to do the work in house and with 100% loan from the Maine Municipal Bond Bank was $125,200. Lines would be replaced using conventional digging and trenching techniques.

Ted Berry, Inc. quoted a price estimate of $125,020 to do the work in house and with 100% loan from the Maine Municipal Bond Bank. Ted Berry recommended using a trenchless technology to replace the lines in order to minimize disruption, environmental impact (i.e., less digging and restoration costs), and carbon emissions (by burning less diesel fuel). Trenchless technologies use existing sewer lines to pull new lines through.

After reviewing the proposals, it was felt that using the trenchless technology would be appropriate for replacing lines on North Street , but not on Clinton Avenue where it will be necessary to relocate the new sewer line to the center of the street using conventional trenching methods. The existing line wanders to and fro down Clinton Ave.

Accordingly, Dean Brown (for Clinton Avenue only) and Ted Berry (for North Street only) were asked to re-quote their cost estimates using adjusted linear footage and corrected manhole numbers. Dean Brown’s estimate for doing Clinton Avenue is $59,869. Ted Berry’s estimate to do North Street only with “as built” drawings is $34,775.

All estimates included an approximate 15% contingency. The Sewer Department recommends to the Utility Committee and Board of Overseers the approval of the $59,869 Dean Brown proposal to replace sewer lines on Clinton Ave; the $34,775 Ted Berry proposal to replace sewer lines on North Street; and a $5,000 estimate for Eaton Peabody, the NVC bond counsel to provide opinions and documents to the Maine Municipal Bond Bank as a condition of loan approval for the $100,000 to complete both sewer projects.

Financial Application with the Maine Municipal Bond Bank

The application for a loan of up to $200,000 to replace sewer lines on Clinton Ave and North Street has been conditionally approved by the Maine Municipal Bond Bank (see hand out of approval letter). Because project bid amounts were significantly less than anticipated, the application loan amount request was revised downward to $100,000. The project cost breakdown is $83,000 for labor and materials; $12,000 for contingencies; and $5,000 for legal.

Below is the Bond Bank’s remaining schedule for its Spring Issue:

4/21 – MMBB pricing

4/24 – MMBB sale meeting

5/14 – Final documents due from bond counsel

5/21 – Pre-closing

5/22 – Closing – Bond proceeds available ( 1: 00 pm )

Judy Metcalf moved, seconded by Jane Strauss, that the Utility Trustees recommend to the Overseers the approval of a loan from the Maine Municipal Bond Bank in the principal amount of $100,000 for a term of no more than 20 years for the purposes of the sewer pipe repair and replacement work approved by the village at its annual meeting in August 2007. 

VOTED; Unanimous.

David Crofoot moved that the Utility Trustees recommend that the Overseers accept the proposals from Ted Berry and Dean Brown for the work to be done in mid September on Clinton Ave.   Seconded by Judy Metcalf.

VOTED; Unanimous.

USDA RD Loan/Grant Application for $430,000

Lew Sirois of the USDA-RD was notified by phone (by the Supt.) during the week of March 17 to place the NVC loan/grant application for $430,000 on hold pending a possible $750,000 grant from the MDEP and, as a result, a likely change in scope of work and money amount needed from the USDA-RD. Loan and grant money is needed to make improvements to the collection, treatment and outfall of the Village’s sewer system as a condition of an August 2003 Consent Agreement with the MDEP.

Grant Funding Discussions with DEP

There is no new information regarding MDEP, Steve McLaughlin’s proposal of a $750,000 state grant to fund the replacement of the outfall and other potential improvements.

Water Department

February 2008 Usage and Water Quality

Water consumption during February averaged 12,009 gpd compared to 11,147 gpd last month and 11,648 gpd in February 2007. The average weekly chlorine residual in the drinking water was .13 ppm compared to the recommended level of less than .2 ppm. The lone monthly coliform test result was negative.

Utility Applications

Nothing to report

Financials

Financials were discussed, no action taken.      

Old Business

Billing and Collections:

Bartels reported that 7 outstanding shutoffs remain (seasonal).

Adjourn

Judy Metcalf moved (Linda Houghton seconded) to adjourn at 3:15 PM –Voted, All in Favor.