OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

April 21, 2011

The regular meeting of the Hayden Area Regional Sewer Board was held on April 21, 2011, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

Present:           Stefan Chatwin, Dan Green, Kenneth Sewell, David Weinstein  

Absent:            Ron McIntire

Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Facility System Manager; Stephanie Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt,

                        J-U-B Engineering; Larry Comer, Welch-Comer Engineering; Sean Hoisington, City of Hayden- Public Works Director; Nancy Stricklin, City of Hayden- Attorney; Shirley Carter, Hayden Area Regional Sewer Board-Chief Operator

The meeting was called to order by Kenneth Sewell, Chairman at 3:00 p.m. 

It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to add the following items to the agenda:  add change next meeting from May 19^th, add Executive Session 67-2345 (1) (f) - legal session, add Approval of Pivot Communication.  Due to oversight the pivot communication item was planned to be on the agenda and overlooked, information was put in the Board packets and missed on the agenda, the other items need to be added due to not having a meeting prior to these decisions needing to be made.  Motion carried.

It was moved by Dave Weinstein, and seconded by Stefan Chatwin, to approve the amended minutes as written for the March 17, 2011 regular meeting, and April 12, 2011special meeting.  Motion carried. 

Engineer’s Reports

Paul Klatt, J-U-B Engineering discussed the Facility Master Plan and that a draft review should be ready in May.  He discussed a handout on the possible design build out that will be presented in the Facility Master Plan, see enclosed handout.  The possibility of a solar drying operation is not displayed on this handout.  We would need cooperation on the northern property border from the Kootenai County Airport since we will be pushing close to that border.

Larry Comer, Welch-Comer Engineering had no new information to update the Board on regarding the outfall line.

It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to approve the March Financial Reports (Construction and O & M). Motion carried. 

It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to pay the presented bills.  Motion carried.

Administrative Reports

Ken Windram gave his Administrative report, which is attached hereto.

Ken discussed the BAP/Alternate limits meeting, see information in presented report.

Spokane River Stewardship Partners will be holding a meeting tomorrow, and will see where the City of Spokane stands on the alternate limits.

Antidegradation, under the current proposed rules Spokane River would be considered Tier 1 water for nutrients.

The staff evaluated all of the lift stations and decided that H-1, Woodland Meadows and Country Club lift stations might be candidates for permanent placement of a vactor suction pipe in the wet well (like Strawberry Fields lift station).

Shirley Carter gave her Chief Operator report, see attached report.

Entity Reports

City of Hayden- Sean Hoisington informed the Board that the Vactor was working great.  Tuesday night the City of Hayden Council meeting will discuss H-1 concept, so that it can move forward.  Leisure Park will be a smaller project with an upgrade to system controls instead of upgrading hard infrastructure.

Hayden Lake Recreational Water and Sewer District (HLRWSD) – no report

Kootenai County-Dan Green told the Board that the Airport is currently having their master plan updated.

SEP Fund

City of Hayden is still working on this.

Approval Pickup Truck Purchase

Ken presented the Idaho State purchase order prices for Ford and Chevy, see enclosed information.  We will check local dealers first, and if they cannot meet or beat the price we will proceed with those presented on the Idaho State Purchasing List.   It was moved by Stefan Chatwin, and seconded by Dan Green, to purchase a vehicle for HARSB for not more than $25,000.00.  Motion carried.

Approval Legal Services Agreement- Mason & Stricklin, LLP

Stefan Chatwin recluses himself from this discussion, due to Mason & Stricklin provide legal services for the City of Hayden.  It was moved by Dave Weinstein, and seconded by Dan Green, to have Mason & Stricklin represent the HARSB Board on certain legal services.  Motion carried with one abstention.

Update on Blue Cross of Idaho Insurance Renewal/Appointment of Blue Cross Voter Designation or Proxy Vote.

Stephanie Oliver informed the Board that our renewal rate came in at the budgeted amount of 10%, we did ask for a rate reduction and we have not heard back on this yet.  It was moved by Dan Green, and seconded by Stefan Chatwin, that we give the Board of Directors of Idaho our proxy.  Motion Carried.

Approval Flow Meter PVC Conduit

Ken Windram presented the costs to purchase the PVC Conduit for the meters, see enclosed proposal.  It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to approve the purchase of the PVC conduit for the reuse farm flow meter. Motion Carried.

Approval Wonderware Historian Computer Package

Ken Windram presented the costs to purchase the Wonderware Historian package for the SCADA system.  It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to purchase the Wonderware Historian.  Motion carried.

Approval for Vactor Sign

 Ken asked for approval of the new vactor truck sign, see the enclosed sign.  It was moved by Stefan Chatwin, and seconded by Dan Green, to approve the purchase of the vactor truck sign.  Motion carried.

Approval for Chlorine System Replacement

 Ken discussed that we need to replace the chlorine system to provide better control, lower maintenance costs and to provide safer and easier operation.  It was moved by Stefan Chatwin, and seconded by Dan Green, to purchase the replacement chlorine system.  Motion carried.

Approval Proposal/Bids for South Acreage Irrigation Pipeline Construction

Ken presented the bids that were received on the south acreage irrigation pipeline construction.  This is a replacement irrigation pipeline.  Since the closing dates, the piping supplier called and said that they are under force demur that they are disallowing any price quotes.  The bids will need to be rejected if they cannot meet the pricing, and the bids will need to be redone. 

Approval to sign IDWARN Contract Update

Stephanie discussed the IDWARN contract that we have already signed, and that this is an updated contract.  It was moved by Stefan Chatwin, and seconded by Dan Green, the HARSB sign the updated agreement.  Motion carried.

Meeting Change from May 19^th, 2011

It was moved by Stefan Chatwin, and seconded by Dave Weinstein, to move the May regular meeting to May 26, 2011.  Motion carried.  Kenneth Sewell asked Dan Green to be the Acting Chairman for this meeting since he will not be present.

Approval of Pivot Communications

Ken requested approval to replace the broken communication system between the pivots and the booster pump station.  It was moved by Dave Weinstein, and seconded by Stefan Chatwin, that we approve the purchase.  Motion carried.

The Board discussed going to consent agenda, and decided to start this type of agenda with the next meeting.

Executive Session 67-2345 1(f)

It was moved by Stefan Chatwin, and seconded by Dan Green, to recess and go into executive session per Idaho Code 67-2345, subsection (1) (f) to consider and advise its legal representatives in pending litigation or where there is a general public awareness of probable litigation.

Roll call vote taken:

City of Hayden - Stefan Chatwin- Yes

Hayden Lake Recreational Water and Sewer District- Dave Weinstein-Yes

Kootenai County Airport – Dan Green-Yes

            Motion carried.

Board recessed at 4:35 p.m…

Moved to adjourn meeting by Stefan Chatwin, and seconded by Dan Green, at 5:08.m... Motion carried. 

Kenneth Sewell, Chairman                             Stephanie Oliver, Secretary