OFFICIAL MINUTES

  REGULAR MEETING

HAYDEN AREA REGIONAL SEWER BOARD

August 16, 2012

The Regular Meeting of the Hayden Area Regional Sewer Board was held on August 16, 2012, in the City of Hayden Council Chambers at 8930 N. Government Way, Hayden, ID.

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

Absent:             

Also Present:   Ken Windram, Hayden Area Regional Sewer Board-Administrator; Stephanie
Oliver, Hayden Area Regional Sewer Board-Secretary; Paul Klatt, J-U-B Engineering; Larry Comer, Welch-Comer Engineering; Nancy Stricklin, Hayden Area Regional Sewer Board-Attorney; Danielle Quade, Hawley Troxell-Attorney;

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

The Chairman informed everyone that he needed to leave by 4:30 p.m., with no additions or corrections being made to the posted agenda.

Consent Calendar

It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to accept the Consent Calendar as presented:  Approval of July 19, 2012 Regular Meeting Minutes; Approval of August 13, 2012 Special Meeting Minutes; Approval of July General and Construction Financial Reports; Approval of the Bills, General, Construction, and Replacement.   

City of Hayden- Stefan Chatwin- yes

            Hayden Lake Recreational Water and Sewer District- Kenneth Sewell- yes

            Kootenai County- Commissioner Dan Green- yes

Motion Carried.

Engineer’s Reports

Paul Klatt informed the Board that the facilities plan had been submitted to Idaho Department of Environmental Quality (DEQ) and as of today the review still had not been started yet, he talked with Ms. Katy R. Baker- Casile, P.E. from DEQ and she will try to get it done as soon as possible.  Paul also passed out the Hayden Area Regional Sewer Board Wastewater Treatment Facility Plan Executive Summary which he also forwarded to Ms. Baker- Casile, this will help with her review, see enclosed document.  The Executive Summary is meant to be the engineers recommended alternative not the Board’s recommended alternative.  The Board discussed that if we get the review back prior to our next regular meeting a special meeting may be called, due to concern expressed regarding the tightened timeline for the upgrades needed with the compliance schedule and entity bonding.

 Larry Comer had no new information on the Outfall.  Ken Windram was in the Outfall area, and noticed that the Railroad had stopped taking out the rails approximately five hundred feet east of Huetter Road, with BNSF signs still in the area where the rails are.

Administrative Reports

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

Ken Windram discussed the non-residential wastewater lab result costs ($235.00 prior to asking them to test for PCB’s and Dioxins), see PowerPoint presentation.

Ken Windram informed the Board about the upcoming auditing requirements and that the entities need to decide how to disburse the funds remaining from the current fiscal year in September.

Ken Windram discussed the loss of Meltric plugs from a lift station refitting and that we will need to purchase new ones (approx. $4,000) and if found we can use them in another station.

Ken Windram talked about the request for proposal/quotes that are out for the SCADA (Plant, H2, Leisure Park, and H1-D) radios that were already approved in the current budget.

There will be a meeting Monday, August 20 at 2:00 p.m. with the River Keepers and Land Council to discuss Toxics and PCB’s in regard to the Spokane River NPDES Permits.

Ken Windram gave Shirley Carter’s Chief Operator’s report, which is attached hereto.

Ken Windram discussed the importance of the EPA Lab Quality Assurance and Proficiency Testing, and congratulated Amber Hall on a job well done.

Discussion occurred regarding the outfall diffuser inspection included in the packet; the diffuser looks that same as when it was installed.

Entity Reports

City of Hayden – Stefan Chatwin reported that the City of Hayden awarded the H-1 bid, and it came in slightly under the budgeted amount.

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

Kootenai County – no report

SEP Fund

Ken Windram reported that we are still working with Idaho DEQ on the proposal.

2012-2013 Tentative Budget Discussion/Approval/Set Date for Public Hearing

Stephanie Oliver discussed publishing the notice of public hearing with the 2012-2013 budget numbers, which is attached hereto.  She also stated that she has received the letters/minutes from each member entity approving the 2012-2013 HARSB’s budget.  Discussion occurred and questions were answered regarding the public hearing notice.  It was moved by Kenneth Sewell, and seconded by Dan Green, that we hold the Public Hearing and September Board Meeting on September 13, 2012 at 3:00 p.m...  Motion Carried.

Greenwood Resources Poplar Tree Farm Update

Ken Windram presented information on the farming process that Greenwood Resources uses (see enclosed PowerPoint presentation).  The product produced could go to ethanol plants or hog fuel plants.  Discussion occurred regarding the process that Greenwood Resources use.

Honeysuckle ARV Project Update and Discussion

Ken Windram talked about the replacing of the Honeysuckle ARV valve, see power point of the valve replacement.  Discussion occurred regarding the grease found in the air release valve and the piping leading to it. A big Thank You goes out to the City of Hayden for their assistance with this valve replacement.

Review/Update/Discussion on Facility Plan Funding and Entity Timelines with ER Flow Recalculation Discussion

Ken Windram asked to continue the discussion from the workshop held on Monday August 13, with respect to how to pay for the costs in the Facility Plan.  The Board Members requested to see the costs to each individual resident, i.e. capital cost or the O & M monthly fees.  The financial analysis will reveal this, but this was slated for after the public hearing and the Board selecting the alternative to go forward with, so the Board questioned whether to move up the financial analysis and the cost to do it more than once if needed.  Discussion occurred regarding the options presented to Idaho DEQ, and Paul Klatt referred the Board to the Engineering Executive Summary for the engineering opinion on the alternatives.

Lancaster Road HARSB Sewer Line and Lift Station Discussion

Ken Windram asked if we needed a HARSB Sewer Line down Lancaster Road, since both entities had previously expressed a need to have a sewer line down this road.  Larry Comer indicated that the Hayden Lake Recreational Water and Sewer District is not going down Lancaster Road with their new updated facility plan.

Approval Magnuson & McHugh Audit Commitment Letter

It was moved by Stefan Chatwin, and seconded by Kenneth Sewell, to approve the Magnuson & McHugh Audit Commitment Letter, see enclosed document.

Roll call vote taken:

City of Hayden – Stefan Chatwin- Yes

Hayden Lake Recreational Water and Sewer District- Kenneth Sewell-Yes

Kootenai County– Dan Green-Yes

 Motion carried.

Discussion/Update and Review of H4 Lift Station, and Approval for Adjustment on Entity Billing

Ken Windram discussed that we have City flow going through the Airport H4 station; we have been billing the station 100% to Kootenai County Airport.  It was determined at this time, to leave the financial billing the way it currently is.

Executive Session 67-2345 1(c) and 67-2345 1(f)

It was moved by Ken Sewell, and seconded by Stefan Chatwin, to recess and go into Executive Session per Idaho Code 67-2345, subsection (1) (c) to consider acquisition of an interest in real property which is not owned by a public agency and Idaho Code 67-2345, subsection (1) (f) to consider and advise its legal representatives in pending litigation or where there is a public awareness of probable litigation.

Roll call vote taken:

City of Hayden – Stefan Chatwin- Yes

Hayden Lake Recreational Water and Sewer District- Kenneth Sewell-Yes

Kootenai County– Dan Green-Yes

 Motion carried.

Board recessed at 4:05 p.m.…

Board reconvened at 4:16 p.m...

Board Members and Board Meeting Attendees present upon reconvening are stated below.

Ron McIntire, Chairman; Stefan Chatwin; Dan Green; Kenneth Sewell, Dave Weinstein; Nancy Stricklin; Larry Comer; Paul Klatt; Ken Windram; Stephanie Oliver.

Authorization to proceed with legal challenge of the 401 certification

No action taken at this time.

Ron McIntire getting ready to leave at 4:17 p.m... Stefan Chatwin, Acting Chairman.

Approval of 401 Certification/NPDES Compliance Schedule and Letter

Ken Windram requested that the compliance schedule and letter be sent to Idaho DEQ, see attached letter and schedule.  It was moved by Ron McIntire, and seconded by Kenneth Sewell that we send the presented 401 certification/NPDES compliance schedule and letter to Idaho DEQ.

Roll call vote taken:

City of Hayden – Ron McIntire- Yes

Hayden Lake Recreational Water and Sewer District- Kenneth Sewell-Yes

Kootenai County– Dan Green-Yes

            Motion carried.

Moved to adjourn meeting by Dan Green, and seconded by Kenneth Sewell, at 4:20 p.m... Motion carried. 

Ron McIntire, Chairman                                             Stephanie Oliver, Secretary